Administrative Coordinator III

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

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GENERAL PURPOSE:

The Administrative Coordinator III will play a vital role in the Department of Medicines Division of Hematology and Oncology, providing direct administrative support to the Division Chief and faculty members. This position serves as a central point of coordination for the Divisions academic, research, clinical, and administrative efforts. The ideal candidate will handle highly confidential information with discretion, work independently with limited supervision, and exercise sound judgment in decision-making. Additionally, they will be responsible for understanding and communicating University and Departmental policies and procedures, analyzing situations to facilitate desired outcomes, and representing the Institute with professionalism in all interactions.

RESPONSIBILITIES:

Provide comprehensive administrative support to the Division Chief and faculty members by managing schedules, prioritizing access, and resolving conflicts. This role includes maintaining and coordinating administrative calendars, organizing and scheduling meetings, and gathering relevant background materials for agenda preparation. Additionally, the Specialist will coordinate lecture schedules and arrange travel logistics, ensuring all details are handled efficiently. The position requires preparing lecture handouts and slide presentations as needed, maintaining up-to-date files for curriculum vitae, funding support, and credentialing information, and processing payment requests for journals, publication dues, travel, and conference reimbursements while ensuring accurate expense records are kept.

Coordinates and manages the faculty recruitment efforts in accordance with established recruitment priorities within the Division. As specific recruitment needs are identified: Work with Division and other relevant individuals as applicable to establish the requisite search committee members.

Oversees preparation and coordination of with all processes associated with candidate recruitment, working closely with division administrator to successfully manage logistics.

Supports all aspects of recruitment Committees; responsible for coordinating agendas and content for meetings.

Coordinate applicant site visits inclusive of travel, lodging, transportation, meeting agenda, dinner planning, and assist with preparation of presentation and promotional materials.

Serves as the main point of contact and departmental resource for the entire recruitment process.

Prepare and process routine and non-routine correspondences, manuscripts, abstracts, and reports. Support faculty in manuscript development by inserting references, uploading and tracking manuscripts in multiple online journals for submissions, and as an assistant for editorial activities (organizing and tracking reviews). Assist in the development and tracking of PowerPoint presentations, monitor and link publications to grant activities, organize data for progress reports. Organize small and large division and research meetings (including local and external researchers), and record, process, and distribute minutes as requested.

Process daily mail, faxing, copying, and scanning. Receives and responds to a high volume of telephone and electronic mail communications throughout each day from sources both inside and outside the institution.

Other duties as assigned

QUALIFICATIONS:

High School Diploma required

2 years of relevant experience required

or equivalent combination of education and experience required

Computer, Microsoft Word, Excel, PowerPoint, Printer, Copier, Fax

EOE Minorities / Females / Protected Veterans / Disabled:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law.  This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.