Department Program Specialist II, STELLAR

University of Rochester•Rochester, NY

2d•Onsite

About The Position

The Department Program Specialist II coordinates programs and initiatives for the STELLAR Regional Innovation Engine, which integrates workforce development, translation to practice, and research and development to advance laser technologies and their applications in the Rochester region. Working closely with the CEO/Executive Director and Lead Business Administrator, the role supports effective program delivery and alignment with strategic priorities. Responsibilities include coordinating program activities and operations, organizing meetings and events, maintaining stakeholder communications, tracking activities and outcomes, and assisting with program finances. The position is based at 220 Hutchison Rd, Rochester, New York, and is scheduled for 40 hours per week on the UR day shift. The specialist develops program plans, coordinates projects, monitors progress, supports program improvements, and manages logistics for meetings, events, workshops, and training sessions. The role maintains relationships with university, industry, government, and community stakeholders; supports the daily administrative and operational functions of STELLAR headquarters; assists with invoices, expenses, and reimbursements; and serves as a first point of contact for visitors and inquiries. Under the CEO’s guidance, the specialist coordinates meetings with NSF Program Directors, Builder Platform Representatives, and officers of other regional innovation engines, as well as CEO engagements with university, industry, and donor partners. The role also assists with the CEO’s calendar and travel, manages STELLAR social media accounts, and helps prepare and distribute program communications. It may include guiding and training entry-level staff and students, along with other assigned duties.

Requirements

Bachelor’s degree and 2 years of relevant experience, or an equivalent combination of education and experience.
Strong project management skills and ability to manage multiple tasks simultaneously.
Proven experience in budget management and financial reporting.
Excellent communication and interpersonal skills.
Proficiency with data analysis tools and software, as well as Microsoft Office Suite.

Nice To Haves

Familiarity with AI and ability to use AI tools and create agents to increase productivity of center objectives.

Responsibilities

Develop and manage program plans with the CEO/Executive Director, aligning them with STELLAR goals and strategic priorities.
Coordinate STELLAR-specific projects and initiatives, facilitate meetings, monitor progress, and provide performance updates.
Identify opportunities for program improvement and support implementation of approved changes.
Coordinate logistics for on-site meetings, events, workshops, and training sessions.
Build and maintain relationships with university, industry, government, and community stakeholders.
Coordinate daily administrative and operational functions of STELLAR headquarters, including facility access, mail, services, and communication with building management.
Assist the Lead Business Administrator with invoices and invoice tracking, expenses, and reimbursements.
Serve as the first point of contact for visitors and inquiries.
Schedule and coordinate meetings with NSF Program Directors, Builder Platform Representatives, and officers of other regional innovation engines.
Coordinate CEO engagements with university, industry, and donor partners.
Assist with the CEO’s calendar, meetings, and travel arrangements.
Manage and maintain multiple STELLAR social media accounts and support a consistent, timely digital presence.
Assist with preparing and distributing program communications, including news, event information, newsletters, and web content, in partnership with communications resources.
May provide guidance and assist with training entry-level staff and students.
Perform other duties as assigned.