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University of Rochester Administrator I - 224273 in Rochester, New York

Administrator I

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 052 OBGYN Admin-SMD


Position Summary:

The position is a strategic leadership role within the Department of Ob/Gyn working with an interdisciplinary team and other departmental leaders. Under the direction of the Department Chair and Program Administrator, and serve as the Faculty Administrator. This position will provide administrative support focusing on the faculty and fellow appointment, reappointment, and promotion processes. S/he will act as a local resource for the Department on policies and processes related to such activity. This position serves as a key liaison between the Department, Medical Center and Community. Overall responsibilities include working closely with Division Administrators and Chiefs, Faculty Program Directors, and Central Ob/Gyn Administration to ensure the needs of assigned programs, special projects and/or divisions are met. Demonstrates ICARE* values in each of the major responsibilities.

Major Responsibilities:

New/Replacement of Faculty Appointments:

  • Facilitate, compile, coordinate and process appointments for all new faculty, medical staff, ACGME and department fellows, secondary, clinical faculty and hospital appointments as needed

  • Consult with and advise chair, associate chairs or division chiefs/directors with issues pertaining to complex appointments involving Office of Counsel and International Services Office or others as warranted.

  • In collaboration with appropriate Administrator, Division Chief/Director obtain approved business plan and generate faculty recruitment forms for new/replacement faculty positions and post positions per NYS labor laws.

  • Using Office of Counsel templates, draft letters for faculty offers for review by Department Chair and appropriate Division Chief/Center Director and Administrator and Office of Counsel.

  • Facilitate privileges in special need situations.

  • Consult with and act as liaison between Department, HR Business Partner, Chair, Associate Dean for Academic Affairs and Office of Counsel for all faculty legal matters including terminations.

  • As immigration liaison, collaborate with faculty and foreign nationals to collect and prepare department and employee questionnaires for visa petition submission to International Services Office (ISO).

  • Act as facilitator between Harter-Secrest Law Firm for immigration petitions as needed.


  • Proactively monitor and track all faculty and fellow appointments to ensure appointments and promotions, do not lapse and completed in a timely manner.

  • Consult with, and advise chair, associate chairs or division chiefs/directors and program administrator with issues pertaining to faculty, complex reappointments and terminations involving Office of Counsel or others as situation warrants.

  • Process resignations/terminations in accordance with offer letters and/or direction from Office of Counsel and others as appropriate.

  • Coordinate, prepare, organize and submit all materials for faculty promotions and reappointments with strict adherence to confidentiality and university guidelines. Ensure individuals understand requirements, timelines and impact of missed deadlines by communicating requirements in writing.

  • Draft letters for faculty reappointments and promotions for Department Chair as needed.

  • Compile material for Ob/Gyn Promotion Committee for review and submission for ad hoc review and action by the Academic Affairs Office.

  • Facilitate privileges in special need situations.

  • Counsel faculty, taking action on matters of discipline, promotion, salary and other personnel issues.

Medical Staff Privileges:

  • Oversee credentialing of new appointments and reappointments. Serve as liaison in ensuring Medical Staff applications, appointments, privileges, credentialing are coordinated in a thorough, accurate and timely manner.

  • Interpret, explain and follow all regulatory guidelines, including medical staff bylaws, rules and regulations and policies.

  • Work with Medical staff office to review and reduce malpractice costs.

  • Facilitate privileges in special need situations.

Database and Forms Management:

  • Develop, establish, and maintain database procedures for faculty and fellows.

  • Maintain records documenting search, recruitment, and appointment/promotion processes.

  • Process and track approved activities (sabbaticals and other leaves, resignations, retirements, FTE changes) and maintain appropriate documentation and communication.

  • Utilize computer software program(s) necessary to support the credentialing process and maintain centralized physician/provider database including data entry and scanning of appropriate documents directly into database.

  • Maintain files for all faculty changes (electronic and paper).

  • Complete and submit paperwork to receive checks for processing fees for visas and legal fees.

  • Prepare forms related to faculty changes.


  • Advise and assist faculty and fellows with processing leaves including, but not limited to, short-term disability, family medical leave and sabbatical, as needed, for the Chair and Dean’s Office for review and approval as appropriate.

  • Assist faculty with processing retirement information and direct as appropriate.

  • Provide Total Rewards contact to Faculty to discuss retirement.

Serve as back up to Department Administrative Assistant for weekly Grand Rounds series including:

  • Obtain required CME paperwork from presenter

  • Input information into RedCap to obtain CME sign-in link

  • Flyer for each week’s presentation

  • Zoom meetings and weekly email to Department with all of the above information

  • Order food

  • Set-up and clean up Grand Rounds each Thursday

  • Quarterly CME reporting of attendance, evaluations, financials, etc.

  • Other duties as assigned for Dept. Chair and Program Admin.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled