Admin Coordinator

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.

Job Location (Full Address):

601 Elmwood Ave, Room 13276, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500107 Patient Experience Ofc

Work Shift:

UR - Day (United States of America)

Range:

UR URG 104 H

Compensation Range:

$19.04 - $26.63

Responsibilities:

Provides administrative and operational support to the Office of Patient Experience and ICARE Commitment by assisting in coordination of day-to-day office functions, recognition activities, and departmental workflows. Serves as a primary point of contact for internal staff, patients, families, vendors, and committees by responding to inquiries, monitoring shared inboxes, routing requests, and maintaining timely and accurate communication related to Patient Experience and ICARE initiatives. Independently manages core components of the UR Stars recognition program, including processing patient and family submissions, responding to data and reporting requests, coordinating badge pulls and materials, and troubleshooting issues in collaboration with internal partners and vendors.

Supports the planning and execution of departmental projects, meetings, and events by managing calendars, preparing materials, coordinating logistics, taking minutes, and maintaining organized records and documentation. Performs document preparation, proofreading, data entry, and reporting while ensuring confidentiality, accuracy, and adherence to institutional policies. Uses judgment and prioritization to balance multiple requests and deadlines, resolve routine issues, and provide guidance or task direction to any student employees that may be working within the department.

ESSENTIAL FUNCTIONS

Department Liaison & Office Support:

• Serves as a department point of contact for assigned functions by answering phones, monitoring shared inboxes, routing inquiries, and distributing notices; supports dissemination of Patient Experience and ICARE materials to URMC staff, and provides general office backup including assistance with payroll, billing, reimbursements, inventory, and mailing systems as needed.

UR Stars Recognition Program Support:

• Coordinates and manages Patient and Family Member entry into the UR Stars recognition program for the medical center; independently responds to report requests, data inquiries, and program-related questions with minimal oversight.

Administrative & Calendar Management:

• Manages calendars; schedules meetings; coordinates logistics; prepares and edits documents, presentations, and reports; and handles correspondence including email, mail, and phone communications while maintaining document organization and confidentiality.

Events & Project Coordination:

• Assists with planning and execution of departmental projects and events, including Patient Experience, ICARE, and recognition-related activities, completing associated administrative and logistical tasks.

Vendor & Materials Coordination:

• Serves as a primary departmental point of contact between the Department of Patient Experience and ICARE Commitment and external vendors, including those supporting recognition badges, badge pulls, and administrative materials; coordinates orders, timelines, and issue resolution.

Communication, Proofreading & Records:

• Provides departmental proofreading and quality review of documents and print materials; frequently composes and types correspondence; takes minutes and maintains records for departmental and cross-functional committees as assigned.

Data, Reporting & Systems Support:

• Modifies and records data, runs pre-built reports, and organizes information to support departmental initiatives; maintains a working knowledge of departmental databases, policies, workflows, and institutional norms.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma required
• 2 years of relevant experience required
• or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Microsoft Outlook, Word, and Excel required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.