Department Program Specialist II

University of Rochester•City of Rochester, NY

38d

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. The Center for Extended Reality (CXR) explores frontier technologies like virtual reality, augmented reality, and immersive platforms by seamlessly integrating optics, computing, neuroscience, and education. Its mission is to revolutionize learning, accessibility, and workforce training through interaction with both digital and tangible environments. This role is responsible for administration and coordination of multiple programs within the newly created transdisciplinary center. Maintain and implement policies of the program and support communication of outcomes of the Center to stakeholders. Plan meetings to ensure goals of the Center are discussed and reached. Collect and report on feedback on the success and/or failure of certain projects and activities. Provide consultative services including training and education as needed. Assists with the creation and communication of marketing and communication materials, which may include working with central resources at URochester. May support program budgeting. ESSENTIAL FUNCTIONS Center Administration In collaboration with the center director, develops, ensuring alignment with departmental goals and strategic priorities. Manages day-to-day execution of center program plans acting as project coordinator for department specific projects or initiatives. Facilitates meetings and provides updates on program/project/initiative performance. Proposes updates and improvements and supports the team with implementation of projects/plans. Coordinates program activities, including events, workshops, and training sessions, ensuring high-quality execution. Builds and maintains relationships with internal and external stakeholders, including faculty, staff, students, and community partners. Coordinates director meetings with university, industry, and donors to build community and build additional center support. Assists in organizing directors’ meetings and travel. Communications Acts as first line representative of the center for communication. Under the guidance of the center director, establishes a public newsletter engaging with students and AI. Manages distribution list to ensure accurate and timely delivery. Assists with the creation of dynamic, multifaceted content representing all sections of the center. Manages multiple social media accounts with continued presence and publications on behalf of the center. Oversees the creation and distribution of program marketing and communication materials, including newsletters, brochures, web content, etc. Grants Management Organizes director and faculty led efforts towards grant and funding opportunities. Capable of writing and editing proposals with director and faculty support. Organizes data collection and processing to report on program/project/initiative performance and identify areas for improvement. Prepares comprehensive reports on program performance, including recommendations for future initiatives. Assists with program finances, including day-to-day department ledgers, expenditures, financial forms, reconciliation, invoices, expenses, and reimbursements. Works with financial team to manage funding, including contract renewals, scope of work changes, budget timeline extensions, and invoice tracking. May provide guidance and assist with training entry level staff and students. Other duties as assigned.

Requirements

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

Responsibilities

Maintain and implement policies of the program and support communication of outcomes of the Center to stakeholders.
Plan meetings to ensure goals of the Center are discussed and reached.
Collect and report on feedback on the success and/or failure of certain projects and activities.
Provide consultative services including training and education as needed.
Assists with the creation and communication of marketing and communication materials, which may include working with central resources at URochester.
May support program budgeting.
In collaboration with the center director, develops, ensuring alignment with departmental goals and strategic priorities.
Manages day-to-day execution of center program plans acting as project coordinator for department specific projects or initiatives.
Facilitates meetings and provides updates on program/project/initiative performance.
Proposes updates and improvements and supports the team with implementation of projects/plans.
Coordinates program activities, including events, workshops, and training sessions, ensuring high-quality execution.
Builds and maintains relationships with internal and external stakeholders, including faculty, staff, students, and community partners.
Coordinates director meetings with university, industry, and donors to build community and build additional center support.
Assists in organizing directors’ meetings and travel.
Acts as first line representative of the center for communication.
Under the guidance of the center director, establishes a public newsletter engaging with students and AI.
Manages distribution list to ensure accurate and timely delivery.
Assists with the creation of dynamic, multifaceted content representing all sections of the center.
Manages multiple social media accounts with continued presence and publications on behalf of the center.
Oversees the creation and distribution of program marketing and communication materials, including newsletters, brochures, web content, etc.
Organizes director and faculty led efforts towards grant and funding opportunities.
Capable of writing and editing proposals with director and faculty support.
Organizes data collection and processing to report on program/project/initiative performance and identify areas for improvement.
Prepares comprehensive reports on program performance, including recommendations for future initiatives.
Assists with program finances, including day-to-day department ledgers, expenditures, financial forms, reconciliation, invoices, expenses, and reimbursements.
Works with financial team to manage funding, including contract renewals, scope of work changes, budget timeline extensions, and invoice tracking.
May provide guidance and assist with training entry level staff and students.
Other duties as assigned.