Academic Administrator I

University of Rochester•City of Rochester, NY

4d•$21 - $30

About The Position

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. With minimal direction and independent judgment, this position provides academic administrative support for graduate and professional education programs within the Department of Environmental Medicine and Public Health Sciences (EMPHS). Responsibilities include monitoring student progress, maintaining confidential student records, processing student appointments, supporting recruitment and admissions, assisting with advising and student life matters, and coordinating program-related events, while applying University and departmental policies with discretion and professionalism. Possesses strong organizational and interpersonal skills, and the ability to handle confidential information in a professional manner.

Requirements

Bachelor's degree and 1 year of relevant experience required
Excellent organizational skills and meticulous attention to detail required
Excellent communication and interpersonal skills required
Fluency/skill with Microsoft Office software and Office 365 cloud-based platforms, including Outlook, Access, Word, Excel, and PowerPoint, social media, and Box cloud storage environments required
Proficiency in database management and reporting software required

Nice To Haves

Program management in higher education preferred
Experience with student information systems preferred

Responsibilities

Supports academic administrative processes for academic programs administered by the department, including graduate student advising and admissions processes such as registration, class scheduling, course catalogs, grades reporting, and application management.
Serves as a liaison between students, faculty, and central offices to support academic records, educational program data, recruitment and admissions, and related technology needs.
Coordinates student activities and works closely with faculty and education offices to support student success.
Manages and safeguards official academic records for graduate students and residents, ensuring accuracy, integrity, and compliance with institutional, state, and federal requirements, and collaborates on enrollment data reporting and records retention.
Assists with student activities including orientation, graduation, and related events.
Provides administrative support for purchasing and program operations.
Acts as a resource for inquiries related to graduate and residency programs and manages departmental records associated with student, resident, and course enrollment.
Develops, maintains, and safeguards official, confidential academic records, ensuring accuracy, integrity, and compliance with institutional, state, and federal requirements.
Ensures course and program data are entered correctly, anticipates and resolves scheduling or logistical issues, and supports event coordination, including vendor communication.
Assists with accreditation and compliance activities by collecting and maintaining education program data; supports admissions processes and applicant tracking systems; maintains databases for applicants, students, residents, and alumni; and prepares routine reports, surveys, and documentation for accrediting bodies, departmental leadership, and institutional offices in accordance with applicable policies and requirements.
Assists with managing the application, inquiry, and interview process for graduate programs, certificates, and the residency program, streamlining operations through admissions systems (SOPHAS, Slate, ERAS, etc.).
Prepares reports to support faculty review and ranking, coordinates with Graduate Education and GME offices, and ensures accurate processing of admission materials.
Supports PhD interview and residency match processes.
Maintains and updates alumni databases, assists with surveys, and contributes record keeping for the department’s alumni network.
Maintains expert-level knowledge of admissions and residency systems (SOPHAS, ERAS, MedHub) and serves as liaison with the GME Office for updates, reporting, and troubleshooting.
Keeps program leadership informed of technology changes impacting applications and recruitment.
Demonstrates proficiency with Box, Microsoft Office 365, and related cloud-based applications to support program operations.
Other duties as assigned