Department Coordinator IV

As a Department Coordinator IV at the University of Rochester, your main responsibilities include supporting 2-3 Gift Officers by managing calendars, preparing important reports, coordinating donor visits, and ensuring accurate updates in OASIS. You'll assist with event planning, manage expense reports, handle confidential information, and maintain effective communication within the team.

To qualify for the Department Coordinator IV position at the University of Rochester, candidates must have a minimum of two years of post-high school education and practical office experience. Strong skills in Microsoft Office, especially Outlook, Word, and Excel, are essential. Familiarity with Workday is a plus, as are excellent written and verbal communication skills.

Proficiency in Microsoft Office is crucial for a Department Coordinator IV at the University of Rochester. You'll use Excel for data management and reporting, as well as Word for document preparation. Your ability to navigate these tools will greatly impact your efficiency and effectiveness in supporting Gift Officers and managing departmental tasks.

As a Department Coordinator IV, you'll assist in planning various events at the University of Rochester, including dinners, meetings, and tours. This involves creating guest lists, preparing materials, arranging catering, and ensuring all logistical needs are met to ensure the success of each event.

The Department Coordinator IV position at the University of Rochester is a full-time role, typically scheduled for 40 hours a week during regular business hours. However, flexibility may be required, as some events may occur outside of standard hours, including the annual Meliora Weekend.

When discussing your Microsoft Office experience, emphasize your proficiency with Excel for data analysis and reports, as well as your ability to create professional documents in Word. You could mention specific projects where these skills were crucial.

To effectively manage multiple schedules, focus on your organizational skills. Talk about using tools like shared calendars, priority email management, and setting reminders to ensure no appointments or tasks are overlooked.

Discuss the importance of discretion in handling sensitive information. Explain your approach to maintaining confidentiality, such as securing documents, limiting access to only those who need to know, and following institutional guidelines.

Share a specific event you've organized, detailing your role, the planning process, and the outcome. Highlight your ability to coordinate logistics, manage attendees, and ensure everything went smoothly.

Discuss your method for prioritizing tasks, such as using a daily task list, evaluating deadlines, and categorizing tasks by their importance and urgency. Ensure to mention how this helps you stay organized and meet deadlines efficiently.

Demonstrate your knowledge of the University of Rochester’s mission by discussing how you align with their values of equity, integrity, and the drive to make the world Ever Better. Explain how this motivates you in your work.

Explain your approach to conflict resolution, emphasizing open communication and empathy. Provide an example where you successfully navigated a challenging relationship to maintain team harmony and productivity.

Discuss your organizational tools and techniques, such as digital calendars, project management software, or prioritizing tasks into daily, weekly, and monthly goals to effectively manage multiple responsibilities.

Talk about your attention to detail and your methodical approach to managing database updates. Mention processes like double-checking entered information and the importance of keeping records accurate and up-to-date.

Share your passion for supporting the mission of educational institutions, your interest in advancement work, and how you resonate with the values of Meliora – Ever Better, highlighting how these motivations align with your career goals.