Academic Administrator II

University of Rochester • City of Rochester, NY

3d • $25 - $35 • Onsite

About The Position

The Academic Administrator II provides advanced academic administrative leadership and operational oversight for graduate and professional education programs within the Department of Environmental Medicine and Public Health Sciences (EMPHS). Working with considerable independence and judgment, this position manages academic program operations, student records and compliance activities, admissions and recruitment processes, and student engagement initiatives. Serves as a primary liaison among students, faculty, departmental leadership, and University offices to ensure the effective administration of academic programs and adherence to institutional policies and accreditation requirements. Possesses strong organizational and interpersonal skills, and the ability to handle confidential information in a professional manner.

Requirements

• Bachelor's degree and 3 years of relevant experience required
• Or equivalent combination of education and experience (Required)
• Excellent organizational skills and meticulous attention to detail
• Excellent communication and interpersonal skills
• 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
• Proficiency in database management and reporting software

Nice To Haves

• Program management in higher education (preferred)
• Experience with student information systems (preferred)

Responsibilities

• Manages academic administrative operations for graduate and professional education programs administered by the department.
• Oversees student advising and admissions processes, including registration, course scheduling, curriculum and catalog maintenance, grade reporting, and application management.
• Serves as a primary liaison between students, faculty, and central University offices to resolve issues, facilitate academic processes, and ensure effective program operations.
• Monitors student progression and academic milestones, maintains official academic records, and ensures compliance with institutional, state, federal, and accreditation requirements.
• Coordinates student-focused activities, orientations, graduation events, and program operations while identifying opportunities for process improvement.
• Serves as a departmental resource for academic policies, procedures, and program requirements.
• Develops, maintains, and audits confidential academic records for students, residents, and educational programs, ensuring data integrity, accuracy, and regulatory compliance.
• Independently analyzes enrollment, course, and program data; identifies discrepancies; and implements corrective actions as needed.
• Coordinates accreditation, assessment, and compliance activities by collecting, maintaining, and reporting educational program data.
• Maintains applicant, student, resident, and alumni databases and prepares reports, surveys, and documentation for accrediting agencies, departmental leadership, and institutional offices.
• Leads administrative aspects of recruitment, admissions, and onboarding processes for graduate programs, certificate programs, and residency programs utilizing systems such as SOPHAS, Slate, ERAS, and related platforms.
• Coordinates applicant review workflows, interview schedules, recruitment events, and communications with prospective students and applicants.
• Partners with faculty and program leadership to support admissions decision-making, monitor recruitment outcomes, and enhance applicant experience.
• Maintains alumni records and engagement initiatives, coordinates alumni communications and surveys, and supports departmental efforts to strengthen alumni relationships and outcomes tracking.
• Serves as the departmental subject matter expert for academic administration systems and processes, including SOPHAS, Slate, ERAS, MedHub, and related technologies.
• Evaluates system updates and process changes, develops recommendations for implementation, and communicates impacts to program leadership and stakeholders.
• Provides troubleshooting, training, and guidance to faculty, staff, and students regarding academic systems and reporting requirements.
• Utilizes University technology platforms, databases, and cloud-based applications to support program operations, data analysis, and continuous improvement initiatives.
• Other duties as assigned

Benefits

• 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 University, 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level