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GENERAL PURPOSE:

The Department Coordinator plays an essential role in directly supporting the Director of the Language Center. This position provides office leadership, management, coordinates student workers, manages large projects and spaces, supports the planning of events, and ensures the smooth operation of the Center as it relates to students, faculty, staff, parents, alumni, community partners, donors, and external service providers.

JOB DUTIES AND RESPONSIBILITIES:

Operations

• Greets and orients new visitors in person and on the phones, makes referrals to appropriate office staff; Supports Director and Assistant Director as a point of contact, representative, and liaison for the Language Center and different offices and language departments and centers.

• Manages the daily calendars and coordinates scheduling (Director; Assistant Director; Conversation Hours; Tutoring; Program Assistants, and Events) and makes recommendations and/or prioritizes among competing demands.

• Sorts and routes mail and email. Responds to routine correspondence.

• Manages the Center’s online data management system and associated websites and social media pages.

• Develops collegial relationships with other staff in the College to cultivate process excellence and best practices.

• Serves as key contributor to regular departmental meetings and retreats.

• Interfaces with appropriate College and University staff to address issues with infrastructure and exercise initiative to respond to building emergencies in a manner consistent with established University protocols.

• Provides administrative support for staff traveling on university business, including registration, travel arrangements, payments, reimbursements, and other activities necessary to ensure successful travel.

Finance

• Monitors the Center’s budget while forecasting the needs relating to supplies, facilities, and operations; Monitors departmental expenditures across Financial Activity Objects through the UR Financials system.

• In partnership with the Finance Department, manages complex requests for external department users, purchases, and invoices by adhering to established policies and priorities.

• Ensures proper allocation of expenses and revenues to correct accounts and sub-codes, including staff salaries and benefits.

• Administers and manages departmental purchasing card, reviewing and approving purchases through on-line system; Responsible for department purchasing, as well as travel arrangements and reimbursements.

• Provides monthly updates on the budget to the Director.

Communications

• Prepares content to be shared in the center’s website and university calendar.

• Organizes reports and data, creates presentations, writes meeting synopses, prepares materials for events, edits and publishes program notices, reviews and updates departmental regulations, sends out announcements, and issues committee meeting reminders.

Project/Program/Event Planning

• Assists in the coordination of events, communications, and any other needs to ensure a seamless implementation.

• Assists the Director and Assistant Director with logistical management of projects and event planning, such as negotiating space reservations with both on-campus and off-campus service providers.

• Develops and negotiates catering orders for events mindful of the needs of diverse audiences and ensuring compliance with University sanitation guidelines.

• Staffs and serves on committees concerned with administrative duties and other committees as deemed appropriate.

• Completes research and benchmarking projects as assigned.

Personnel

• Coordinates the schedules of the student workers.

• Reviews and approve Timekeeping for student employees.

• Supports the Director when requested with the supervision of student employees.

• Creates and submits for approval all new student positions in Job Link.

• Under the guidance of the Director communicates with student employees, candidates, coordinating search committee meetings and interviews.

Other duties as assigned

QUALIFICATIONS:

• Associate's degree preferred.in business, international relations, languages, and/or global studies.

• Bachelor's degree preferred.

Required:

• A minimum of 2-4 years of practical experience in logistical coordination in an office setting, preferably in higher education or non-profit organization

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, Social Media, etc.

• Ability to effectively communicate and express ideas clearly (written, verbal, and non-verbal), adjusting language and/or terminology to meet the needs of diverse audiences.

• Must be self-directed with ability to take initiative and demonstrate independent decision making.

• Extremely detailed oriented with ability to balance competing priorities.

• Ability to express ideas clearly (written, verbal, and non-verbal), adjusting language and/or terminology to meet the needs of diverse audiences.

• Schedule flexibility: evenings and weekends when required.

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.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: The College
Full/Part Time: Full-Time
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