Staff Administrator 1

University of Rochester; United States; On-site; USD 52,000 - 73,000; Full time

Job summary

University of Rochester seeks a Staff Administrator I to support the Division of General Pediatrics by coordinating personnel, HR operations, onboarding, and day-to-day divisional activities. This role reports to the Finance and Research Manager and applies university policies.

You will manage scheduling, onboarding/offboarding, timekeeping in UKG, and coordinate meetings with senior leadership, keeping division processes compliant and efficient.

Qualifications

• Experience coordinating HR operations under moderate supervision.
• Ability to manage staffing processes including recruitment and onboarding.
• Strong communication with faculty, staff, and external partners.

Responsibilities

• Coordinate divisional personnel and HR operations under moderate supervision.
• Coordinate faculty appointments, reappointments, and promotions with documentation.
• Manage job postings, descriptions, approvals, and interview coordination.
• Explain and interpret HR policies to staff and managers; support leave administration.
• Coordinate divisional communications, training requirements, and performance cycles.
• Oversee onboarding and offboarding processes, including access provisioning and exit interviews.
• Lead division-wide timekeeping and ensure accurate hours in UKG.

Skills

HR operations

Recruitment

Onboarding

Timekeeping

Tools

UKG systems

Job description

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: 910081 General Pediatrics

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 Staff Administrator I supports the Division of General Pediatrics by coordinating personnel, operational, and divisional activities that contribute to overall divisional effectiveness. This role works under moderate supervision, reports to the Finance and Research Manager, exercises independent judgment while seeking guidance from senior colleagues as needed. The Administrator applies policies and procedures to staffing, facilities, and operational processes, making minor improvements to enhance team performance.

The position communicates with faculty, staff, and external partners to explain and interpret divisional procedures. Responsibilities include managing scheduling and key initiatives for senior leadership including, but not limited to, the Division Chief, the Director of Clinical Administration and the Director of Clinical Services, coordinating meetings and events, and supporting projects of smaller scope or complexity. Through these activities, the role has an indirect but meaningful impact on divisional outcomes and serves as a resource for colleagues within the department.

ESSENTIAL FUNCTIONS

• Coordinates and supports divisional personnel and HR operations under moderate supervision, exercising discretion and independent judgment on a range of staffing and compliance activities. This includes managing recruitment, onboarding, career progression, and off-boarding processes for staff and faculty, while providing guidance to managers and colleagues on established policies and practices.
• Collaborates with the Director of Community Pediatrics to coordinate faculty appointments, reappointments, and promotions by preparing required documentation and ensuring compliance with departmental and University standards.
• Coordinates the job posting and hiring process for staff and student positions, working with hiring managers to develop job descriptions, obtain approvals, and facilitate applicant review and interview coordination. Provides guidance to managers on onboarding activities, including space and equipment allocation, in alignment with divisional policies.
• Interprets University HR policies and regulations and contributes to the development of divisional procedures and workflows to address operational needs. Explains and interprets policy matters to staff and managers, serving as a resource on leave administration, employee resources, and related matters.
• Coordinates division-wide communications regarding staffing updates, training requirements, and performance review cycles, ensuring timelines and standards are met.
• Directs onboarding and offboarding processes by securing system access, conducting checklist activities, and coordinating exit interviews.
• Serves as the divisional timekeeping lead, providing guidance and support to ensure accurate and timely entry of hours worked, in compliance with University policy and UKG systems.
• Supports and contributes to the division's administrative structure and operational workflows, applying established policies and practices to ensure consistency and efficiency across the division. Works under moderate supervision on moderately complex assignments, exercising discretion and independent judgment while coordinating day-to-day operations.
• Engages with University departments and functional groups to stay current on policies and procedures, interpreting and communicating key information to divisional faculty and staff. Assists with the development and adjustment of divisional SOPs to reflect institutional standards.
• Coordinates and helps manage agendas for divisional meetings (faculty and staff), preparing and presenting administrative updates as needed.
• Oversees routine updates to the Division communication channels, ensuring information remains accurate, accessible, and aligned with divisional communications.
• Tracks and monitors faculty budgets for professional, travel, and licensing allow