University of Rochester Operations Manager in Rochester, New York


Full Time 40 hours Grade 052 Dev & Behav Pediatrics




General Purpose:

The Operations Manager is a member of the Developmental & Behavioral Pediatrics (DBP) administrative team. This position organizes and coordinates Human Resources activities and assists in negotiation and billing fee-for-service activities. Additionally, this position operationalizes policies and procedures, managing general staffing issues, providing stewardship for inventory and other assets, and managing communications throughout the division.


  • Manage administrative processes related to Human Resources.
  • Assist with job description preparation, complete required forms, secure appropriate approvals, and monitor interview process for staff positions.
  • Work with Division Chief and Director of Finance and Administration to develop business plan for faculty positions.
  • Coordinate activities related to faculty promotion, including gathering required documentation and preparing package for departmental and dean review.
  • Provide administrative support for credentialing. Maintain credentialing data and manage divisional record of professional licensure, certificates, and staff mandatories. Identify risk of non-compliance.
  • Communicate information on new faculty, staff, and students to division.
  • Support on-boarding activities, including securing access to University and division systems as needed.
  • Manage termination checklist activities and conduct exit interviews.
  • Cross-covers division’s Timekeeper during absences.
  • Work with Program Manager to negotiate contracts totaling $1M for provision of fee-for-service and contract activities for school districts, state, and local governments and not-for-profit agencies.
  • Perform initial review of contract language for compliance with general University terms and with consistency in divisional goals.
  • Initiate discussions with the Office of Counsel to develop and review agreements for billable services.
  • Coordinate contract sign-off by senior University leadership.
  • Create and distribute monthly invoices based on staff effort for non-medical fee-for-service activities for the division. Prepare accounts receivable aging reports.
  • Investigate and resolve billing discrepancies and addresses client billing questions.
  • Propose solutions and recommend best practices for managing customer relationships.
  • Provide division-wide administrative support.
  • Assist in the development and maintenance of the Division’s SharePoint site with relevant, shared information. Use SharePoint functionality to monitor non-salary expenditure activity, University ‘trouble tickets,’ staffing issues, and other business process.
  • Coordinate agenda for division meetings. Present administrative updates as needed.
  • Manage all DBP facilities, including personnel moves and requesting repairs. Ensure space has appropriate telecommunication and IT access.
  • Work with ITS to manage billing for copy cards and telecommunications. Issue new cards and initiate account changes as needed.
  • Order mail slips and business reply envelopes as needed.
  • Plan and oversee divisional advancement events.
  • Manage assets and inventory used throughout the division, establishing strong internal controls and setting standards for stewardship of these items.
  • Plan for capital equipment renewal/replacement or lease, ensuring equipment meets safety requirements and provides the most appropriate level of functionality for end-users. Perform an internal audit annually of all capital and computer equipment based on contents in University or department asset databases. Serve as primary contact for internal and external audits for equipment questions.
  • Provide access to division-assigned space, including swipe access and key distribution. Keep the University’s space system updated with occupant information.
  • Maintain inventory of office supplies, establishing reorder levels and initiating procurement requests. Identifies appropriate funding sources for shared and program-specific items.
  • Other duties as assigned.


Graduation from college, or an equivalent combination of experience and training. Three years of related work experience, including at least one year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

Bachelor’s degree and at least three years of experience in ad administrative support role with extensive HR responsibilities, or an equivalent combination of education and experience is preferred. Strong communication skills are required. Extensive knowledge of Excel and Access are desired. Must have reliable and efficient transportation.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Operations Manager

Location: School of Medicine & Dentistry

Job ID: 203046

Regular/Temporary: Regular

Full/Part Time: Full-Time