Faculty Affairs Administrator

001 University of Rochester; United States; On-site; USD 29,000 - 48,000; Full time

Job summary

University of Rochester in Rochester, New York, seeks an administrative professional to coordinate daily operations for a small academic department, focusing on HR, payroll, and financial tasks. Responsibilities include budgeting support, onboarding, and liaising with faculty to ensure smooth operations.

The role requires a Bachelor's degree and 1 year of administrative experience, with opportunities to impact recruitment and department services.

Qualifications

• Bachelor's degree and 1 year of experience in administrative capacity required, or equivalent combination of education and experience.

Responsibilities

• Coordinates the daily operation of a small academic department within a school or college in support of faculty needs, primarily in the areas of human resources, compliance, and financial management.
• Represents the department on business affairs and/or faculty affairs to the institution community.
• May support budget and financial reports for grants, general appropriations, endowments, and other funds.
• Coordinates and participates in a variety of support activities, including employment, benefits, training, and classification for the unit/department.
• Liaises with faculty.

Education

Bachelor's degree

Job description

Job Overview

Job Location (Full Address): 601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 910155 Anesthes & Periop Medicine 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

• Coordinates the daily operation of a small academic department within a school or college in support of faculty needs, primarily in the areas of human resources, compliance, and financial management.
• Represents the department on business affairs and/or faculty affairs to the institution community.
• May support budget and financial reports for grants, general appropriations, endowments, and other funds.
• Coordinates and participates in a variety of support activities, including employment, benefits, training, and classification for the unit/department.
• Liaises with faculty.

Essential Functions

• Maintains confidential files containing employee compensation data and personal information.
• Supports payroll, including employee reporting reminders, supervisor reviews, and submission to the payroll department.
• Checks periodically to ensure payroll accuracy and proper allocation of salaries to designated accounts.
• Supports the hiring process for new employees, including job postings, advertisements, interview coordination, and onboarding support.
• Assists with changes in employee status and associated paperwork.
• Ensures all employees have the necessary equipment for in-office and remote work, including hardware and software procurement.
• Develops and implements a recruitment plan.
• Advises department leadership on recruitment strategies.
• Generates offer letters that accurately reflect the terms of employment and collaborates with other departments for approval.
• Facilitates and processes appointments for new faculty.
• Collaborates with agencies to recruit temporary faculty as needed.
• Supports recruitment and post-recruitment processes, including forms processing, credentialing, licensure, visa issues, and coordination of moving and associated expenses.
• Collaborates with leadership to achieve engagement goals.
• Supports daily operations by assisting with supply purchases, expense requests, and managing vacation and on-call calendars.
• Handles waivers, magazine, and newsletter production and distribution.
• Serves as a scheduler and technology host for virtual and hybrid staff meetings.
• Oversees office spaces, ensuring they are properly equipped, and manages renovations, relocations, and reporting to relevant parties.
• Manages subscriptions, office directories, resource lists, and shared resources.
• Catalogs and files are documented digitally or in hard copy as requested.
• Utilizes key software and assists supervisors in training new staff members.
• Maintains office equipment and shared spaces.
• Focuses on increasing department awareness through various social media platforms.
• Collaborates with marketing professionals to develop campaigns.
• Creates engaging content and interacts with followers on social media to build brand awareness.
• Advertises career opportunities to promote internal growth and attract external talent.
• Promotes internal engagement and retention.
• Highlights department support for the larger community and makes jobs accessible to underrepresented communities.
• Monitors expenses with regular reporting to leadership.
• Reconciles ledgers and journal entries with finance departments to ensure departments are charged accurately for shared expenses and budget transfers are properly documented and used.
• Manages financial transactions that support department operations, including purchasing orders, invoices, vendor estimates, and contracts.
• Coordinates quarterly allocation reporting process and monthly reporting of hours, submits to department leaders for review/approval, and submits to the finance team.
• Other duties as assigned.

Minimum Education & Experience

Bachelor's degree and 1 year of experience in administrative capacity required Or equivalent combination of education and experience

Equal Opportunity Statement

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.

About the University

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.

It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.