Department Program Specialist II, STELLAR

University of Rochester; City of Rochester (NY); On-site; USD 52,000 - 73,000; Full time

Job summary

The University of Rochester’s STELLAR program seeks an organized administrator to support regional innovation efforts in Rochester, NY. You will coordinate program activities, manage meetings, track outcomes, and assist with finances under the CEO’s guidance.

Responsibilities include stakeholder communications, event planning, on-site logistics, and maintaining a strong, inclusive culture while advancing laser technology applications in the Rochester region.

Qualifications

• Bachelor's degree and 2 years of relevant experience required.
• Proven experience in budget management and financial reporting.
• Excellent communication and interpersonal skills.
• Familiar with AI tools and able to utilize AI to increase productivity.

Responsibilities

• Develops and manages program plans in collaboration with the CEO, ensuring alignment with STELLAR goals and priorities.
• Coordinates program activities and logistics, including on site meetings, events, workshops, and training sessions.
• Builds and maintains relationships with internal and external stakeholders.
• Assists Lead Business Administrator with program finances, including invoices and reimbursements.
• Serves as first point of contact for visitors and inquiries.

Skills

Project management

Budget management

Communication

Data analysis tools

AI tools familiarity

Education

Bachelor's degree

Tools

Microsoft Office Suite

Data analysis tools

Job description

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): 220 Hutchison Rd, Rochester, New York, United States of America, 14620

Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 220400 STELLAR Work Shift: UR - Day (United States of America) Range: UR URG 108 H Compensation Range: $25.14 - $35.24 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.

Responsibilities

The STELLAR Regional Innovation Engine integrates workforce development, translation to practice, and research and development to advance laser technologies and their applications in the Rochester region. The role works closely with the CEO/Executive Director and Lead Business Administrator to ensure effective program delivery and alignment with strategic priorities. This position coordinates multiple STELLAR programs and initiatives, supports daily operations, organizes meetings and events, maintains stakeholder communications, tracks program activities and outcomes, and assist with program finances.

ESSENTIAL FUNCTIONS

STELLAR Administration

• Develops and manages program plans in collaboration with the CEO/Executive Director, ensuring alignment with STELLAR goals and strategic priorities.
• Acts as project coordinator for STELLAR specific projects or initiatives –facilitates meetings, monitors progress and provides performance updates.
• Identifies opportunities for program improvement and supports implementation of approved changes.
• Coordinates program activities and logistics, including on site meetings, events, workshops, and training sessions, ensuring high-quality execution.
• Builds and maintains relationships with internal and external STELLAR stakeholders including university, industry, government, and community partners.
• Coordinates the daily administrative and operational functions of STELLAR headquarters, serving as the central point of contact for facility access, mail, coordinating services and interfacing with building management.
• Assists Lead Business Administrator with program finances, including invoices and invoice tracking, expenses, and reimbursements.
• Serves as first point of contact for visitors and inquiries.

Coordination & Communication

• Under the guidance of the CEO, schedules and coordinates meeting with NSF Program Directors, Builder Platform Representatives, and Officers of other regional innovation engines.
• Coordinates CEO engagements with university, industry, and donors to build community and advance STELLAR initiatives.
• Assists in coordinating CEO calendar, meetings, and travel arrangements.
• Manages and maintains multiple STELLAR social media accounts and supports a consistent, timely digital presence.
• Assists in the preparation and distribution of program communications, including news, event information, newsletters, web content, and other materials in partnership with communications resources.
• May provide guidance and assist with training entry level staff and students.
• Other duties as assigned.

Minimum Education & Experience

Bachelor's degree and 2 years of relevant experience required Or equivalent combination of education and experience.

Knowledge, Skills and Abilities

• Strong project management skills, with the ability to manage multiple tasks simultaneously required.
• Proven experience in budget management and financial reporting required.
• Excellent communication and interpersonal skills required.
• Proficiency with data analysis tools and software, as well as Microsoft Office Suite required.
• Familiar with AI and able to utilize AI tools and create agents to increase productivity of center objectives preferred.

Commitment to an Inclusive and Welcoming Culture

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.

Notice: If you are a Current Employee, please log into myURHR to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world's leading research universities, Rochester has a long tradition of breaking boundaries - always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you're looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better - Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.