Academic Administrator II

Rochester, NY


The Graduate Program Coordinator oversees the day to day operations of the pathology graduate program with advisement from the Program Directors, Office for Graduate Education (OGE) and the Manager of Education. Coordinates all educational activities of the program, working with the program directors, program faculty and the incoming and current graduate students. Coordinates and administers human resource functions and participates in budget review and financial processes. Functions as liaison between graduate students, departments, program faculty, administration, the OGE Office. Acts for and makes decisions in the absence of leadership with prescribed limits of authority. Maintains discretion relative to confidential and sensitive program issues.


Administrative Coordination

  • Supports the program directors by providing the structure and resources required to fulfill the program goals and objectives. Acts as program liaison with the Office of Graduate Education for oversight of all OGE requirements, regulations and processes.

  • Maintains graduate student files, evaluations of trainees, conference attendance, publications, etc. Tracks student academic progress and completion of annual responsibilities within their chosen Ph.D. thesis research laboratory.

  • Works with University Health Services and Pathology Department Leadership to communicate expectations around mandatory health requirements, laboratory safety training, and compliance with HIPAA regulations.

  • Manages and tracks the annual committee assessment of students’ progress reporting to CGS.

  • Collaborates with the program directors to keep recruitment materials, the program website and course materials up to date, specifically on program policies and course descriptions.

  • Supports Course Directors and instructors, with all teaching materials, course syllabi and scheduling. Maintains all Blackboard materials for courses and updates CDCS system for OGE.

  • With direction from the program directors a ensures that the program website is up to date and recruitment materials and the program policies current.

  • In conjunction with inter-departmental grant administrators, advisors and OGE, ensures that all student HRMS appointments, and funding changes are accurate.

  • Prepares data for operating grant budgets and for financial reports. Reviews monthly ledgers for accuracy and plans expenditures within budgets set by departmental administration and OGE. Ensures that departmental guidelines are met. Keeps back up documentation and provides variance reports when requested. Submits budget reports to the OGE and manager of education on an annual basis.

  • Tracks Program Alumni through personal communication, LinkedIn and OGE databases.

  • Coordinates reimbursements.

  • Ensures that the graduate student room is in good working order, including the maintenance of printers, computers, laptops, and keeps supplies on hand as needed.

  • Collaborates with Pathology Education team on interdepartmental events including Pathology Research Day and the Mixer Event.

  • Serves as back up for the other Pathology Education programs.

  • Performs routine clerical duties such as reception, faxing, copying, etc.

Program Coordination

  • Course coordination of all first- and second-year courses within Pathology PhD program. Assists course directors in scheduling instructors, lectures, student seminars, exams and classrooms. Monitors homework submission tabulates grades, and submits them to the Course Directors for review and final grade assignment. Sets up and maintains Blackboard, uploads course/ instructor materials as needed and collects course evaluations. Maintains syllabi and course working reports for submission to OGE. Collects student and faculty evaluations of first year students’ rotations through research laboratories. Routinely interacts with and shares student grades and performance evaluations with the program directors and other course directors of the program.

  • Coordinates documentation for OGE and schedules the Oral Qualifying Exam for rising third year graduate students. Schedules the PhD thesis public lectures and closed session defenses for graduating students. Manages the online defense registration process, monitors timeline of document submission and faculty approvals. Assists students in post-defense thesis submission process to ProQuest/UMI. Submits termination paperwork for graduates.

  • With the program directors, establishes the agenda for the Graduate Program Steering Committee meetings where program direction, initiatives and policies are determined.

  • Supports the student council as needed. Oversight and support of Student Council seminar chairs in organizing professional development seminars and inviting faculty or student speakers. Disseminates announcements, publications and other necessary materials as needed.

  • With the directors, represents the program at the Committee of Graduate Studies meetings.

Recruitment and Orientation

  • Disseminates recruitment materials and ensures that the program website is up to date.

  • Communicates with prospective students in support of application submission. Organizes and attends all Admissions Committee meetings maintaining a summary of applicant data for review. Coordinates Faculty and Candidates for rolling interviews as needed.

  • Coordinates Admitted Students’ Weekend program events in conjunction with Directors and the Student Council. Submits documentation to OGE in support of candidates for admission and tracks all responses.

  • Attends OGE and ISO Annual Student Orientations.

  • Coordinates the onboarding of all new students including instructing students on registration process, providing Program and OGE policies, HR, and Visa facilitation. Supports the Student Council in the coordination of the welcome events for incoming students and acclimation of new students to UR and the Rochester area.

Program Evaluation Process

  • Obtains and tabulates instructor course evaluations as part of the program quality and monitoring of outcome measures. Provides data to OGE and Program Directors and course instructors.

  • Tracks and collates all student annual evaluations to disburse to OGE.

Other duties as assigned


  • Associate’s Degree in a related field (i.e. business administration; education; marketing, etc.) required

  • Bachelor’s Degree preferred

  • 1-2 years of experience in a related field or equivalent combination of education and experience required.

  • Excellent interpersonal and leadership skills in a team environment required.

  • Strong verbal and written communication skills required.

  • Exceptional multitasking and organizational abilities. Able to complete tasks efficiently and accurately with minimal supervision required.

  • Advanced skills with computer-based systems required.

  • Exceptional problem-solving skills with the ability to adjust accordingly in dynamic situations required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 society, 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $50,752 - $71,053 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time