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University of Rochester Administrator I - 226088 in Rochester, New York

Administrator I Job ID 226088

Location

School of Medicine & Dentistry

Full/Part Time Full-Time

Favorite Job

Regular/Temporary Regular

Opening

Full Time 40 hours Grade 052 Psychiatry M&D Family Institute

Schedule

8 AM-4:30 PM

Responsibilities

POSITION SUMMARY:

Under general direction and with considerable latitude for exercise of independent judgment, serves as primary administrative support to the Family Therapy Training Program. In collaboration with the Administrator, Psychiatry Education, Administrator, Collaborative Care Division, and the Administrator for Academic Finance, plans and assists with all phases of educational, administrative, fiscal, and human resource functions related to the training program.

REPORTS TO:

Administrator II, Psychiatry Education

ESSENTIAL DUTIES and RESPONSIBILITIES:

50% Training Program Administration: Responsible for oversight of all administrative operations that fall under the purview of the Family Therapy Training Program including: recruitment, orientation, and cross-training of administrative staff to perform functions required for operation of the Master’s Program, Post Degree Program, and Continuing Education program. This includes but is not limited to preparation for and participation in program self-studies and site visits, course registration processes, support for faculty for course preparation and implementation, website maintenance, recruitment activities, attending to program faculty and student needs, and all program events.

15% Human Resources (HR) Management and Support: Provides program management support to training program administrative staff and trainees to ensure compliance with University policies and procedures. Advises staff and trainees on all aspects of HR administration, including hiring, supervision, and HR and University policies and procedures. Identifies and coordinates use of University resources to troubleshoot issues such as IT, facilities, and finance, and works to support staff development and a high functioning team.

Development and Supervision of Administrative Staff: Supports Program Directors and Institute Director with development and maintenance of sufficient and trained administrative support for all Institute functions. Responsible for ensuring adequate staffing for key Institute and Training Program events and work activities that occur throughout the year. Also responsible for ensuring that program staff are cross-trained to cover during periods of staff absences. Assists administrative professionals with development of annual goals and provides input into annual performance reviews.

20% Fiscal Management: In collaboration with the Administrator, Psychiatry Education, Administrator, Collaborative Care Division and the Academic Finance Administrator, assists with budget planning and financial monitoring, training program faculty salaries, tuition revenue, grants/contracts/other academic activities, academic endowments, advancement revenue and capital budgets (Hospital and Medical School), , expenditures, and related purchases. Assists with monthly reconciliation and analysis of University FAO reports, problem resolution of revenue and expense trends, and variances.

Acts as Faculty Salary Administrator for training program faculty; works with individual faculty related to salary or changes in work status/duties; facilitates discussion of proposed changes with other Administrators or Directors to make certain: (1) there are no gaps in funding or coverage of essential duties; (2) process required paperwork to ensure correct and timely changes; and (3) and confirmation of changes. Strong working knowledge of SMD graduate educational procedures and COAMFTE accreditation. In collaboration with the Academic Finance Administrator and Administrator, Psychiatry Education: (1), oversee registration processes for matriculated and non-matriculated graduate students; (2) ensure that semester working reports are accurate and submitted in accordance with GEPA deadlines; (3) track; (4) prepare expense budgets related to existing educational programs; (5) process student scholarships, serving as liaison between Training Program and offices including the Bursar’s office and Financial Aid Office as needed; and (6) work in conjunction with Department of Psychiatry Administration to process additional compensation (e.g., 211 forms) for training program faculty.

15% Organizational Management and General Administration: Provides interpretation of University as well as departmental policy, regulations, procedures, etc.; and guides administrative staff on replies to routine correspondence. Works with executive and department leadership to implement and enhance strategic plan to aid in the furtherance of Training program and departmental goals. Attends appropriate department and University meetings as assigned. Serves as liaison with Department Research Administration as needed. Maintains CLASP certification. Other related responsibilities include:

Additional Key Responsibilities, Knowledge, and Skills Include:

Promoting Diversity and Inclusion:

Encourages and promotes a diverse and inclusive culture in compliance with the University’s policy. Collaborates with executive leadership to create and maintain a positive, inclusive culture that builds a diverse team, shapes organizational pride and a comfortable work environment, and ensures high performance.

Communication:

Represents the training program both within and outside of the University.

Serves as spokesperson in communicating instructions and interpreting administrative matters to students, faculty, and staff. Works collaboratively with executive leadership to ensure understanding of changing organizational requirements and community partners.

Knowledge of Information Management Systems:

Requires working knowledge of and/or proficiency in the following systems:

  • UR Student

  • Slate

  • UR Financials

  • HRMS

  • Procure to Pay

Other duties as assigned

QUALIFICATIONS:

Education/Experience:

Bachelor’s Degree required, Master’s Degree preferred, or an equivalent combination of experience and training. At least 3 years of administrative/managerial experience (5 years preferred), preferably in an academic office or in project management, or experience in the business equivalent. Experience with budget development and management is required. Experience with contract development and management; and experience with staff development and supervision are strongly preferred.

Skills Required:

This position requires a person who is highly motivated and self-directed with strong organizational skills and the ability to work collaboratively on multiple tasks simultaneously within a complex organization. The successful candidate must be self-sufficient and have the ability to innovatively translate system-level needs and trends to program level planning and programming. Superb verbal and written communication skills and follow-through are essential. Proficiency in Microsoft programs (i.e., Word, Excel, Access, and PowerPoint) is essential, as is openness to learning and adapting to ever-changing information management system.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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