Faculty Affairs Administrator

University of Rochester•City of Rochester, NY

4d•$25 - $35•Onsite

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. This role coordinates the daily operation of a small academic department within a school or college in support of faculty needs, primarily in the areas of human resources, compliance, and financial management. The administrator represents the department on business affairs and/or faculty affairs to the institution community. They may support budget and financial reports for grants, general appropriations, endowments, and other funds. This role coordinates and participates in a variety of support activities, including employment, benefits, training, and classification for the unit/department, and liaises with faculty.

Requirements

Bachelor's degree and 1 year of experience in administrative capacity required
Equivalent combination of education and experience

Responsibilities

Maintains confidential files containing employee compensation data and personal information.
Supports payroll, including employee reporting reminders, supervisor reviews, and submission to the payroll department. Checks periodically to ensure payroll accuracy and proper allocation of salaries to designated accounts.
Supports the hiring process for new employees, including job postings, advertisements, interview coordination, and onboarding support.
Assists with changes in employee status and associated paperwork.
Ensures all employees have the necessary equipment for in-office and remote work, including hardware and software procurement.
Develops and implements a recruitment plan. Advises department leadership on recruitment strategies.
Generates offer letters that accurately reflect the terms of employment and collaborates with other departments for approval.
Facilitates and processes appointments for new faculty.
Collaborates with agencies to recruit temporary faculty as needed.
Supports recruitment and post-recruitment processes, including forms processing, credentialing, licensure, visa issues, and coordination of moving and associated expenses.
Collaborates with leadership to achieve engagement goals.
Supports daily operations by assisting with supply purchases, expense requests, and managing vacation and on-call calendars.
Handles waivers, magazine, and newsletter production and distribution.
Serves as a scheduler and technology host for virtual and hybrid staff meetings.
Oversees office spaces, ensuring they are properly equipped, and manages renovations, relocations, and reporting to relevant parties.
Manages subscriptions, office directories, resource lists, and shared resources.
Catalogs and files are documented digitally or in hard copy as requested.
Utilizes key software and assists supervisors in training new staff members.
Maintains office equipment and shared spaces.
Focuses on increasing department awareness through various social media platforms.
Collaborates with marketing professionals to develop campaigns.
Creates engaging content and interacts with followers on social media to build brand awareness.
Advertises career opportunities to promote internal growth and attract external talent.
Promotes internal engagement and retention.
Highlights department support for the larger community and makes jobs accessible to underrepresented communities.
Monitors expenses with regular reporting to leadership.
Reconciles ledgers and journal entries with finance departments to ensure departments are charged accurately for shared expenses and budget transfers are properly documented and used.
Manages financial transactions that support department operations, including purchasing orders, invoices, vendor estimates, and contracts.
Coordinates quarterly allocation reporting process and monthly reporting of hours, submits to department leaders for review/approval, and submits to the finance team.
Other duties as assigned.