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University of Rochester Administrator I - 227439 in Rochester, New York

Administrator I Job ID 227439

Location Sch Engineering & App Sci Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 CEIS-SEAS


8 AM-4:30 PM


Serves as the primary administrative liaison of the CEIS and CoE. With direction from the CEIS leadership and CoE Executive Director, coordinates each Center’s activities: schedules, plans, directs meetings, seminars, conferences; establishes and oversees Center administrative procedures, etc. In addition serves as principal assistant to the Business Manager overseeing both Centers in the development of accounts, financial procedures, and reporting; assures Centers’ compliance with University administrative systems, policies, etc.

Fiscal Administration (20%):

  • Under general direction of the Business Manager directs and coordinates maintenance of CEIS and CoE accounts. Manages tracking of monthly financial performance (actual to budget) and prepares summary of activity/variances for Business Manager’s review and each Center Director’s sign off. Coordinates outstanding and/or correcting transaction(s) with appropriate entities until resolved.

  • Oversees all CoE expenses and property and related recordkeeping.

  • Manages expense reimbursement and purchasing process for CEIS and CoE in adherence with UR and sponsor policies.

  • Supports annual CoE renewal/continuation submission to NYSTAR including forecasting CoE budget expenses, associated mandatory cost sharing, and Center’s commercialization plan.

  • Coordinates functional reporting with ORPA, ORACS, NYSTAR, and/or other partner organizations.

  • Collaborates with Business Manager on semiannual Progress & Reimbursement Request reports for active NYSTAR contracts.

    Center Administration (30%):

  • Supports CEIS and CoE leadership. Attends Center Directors’ meeting such as strategic planning, business development, advisory board and other meetings as applicable. Function as full member of these groups.

  • Manages scheduling, planning and execution of both Center’s technical interchanges, seminars and workshops. Maintains Center calendars for both internal and external events.

  • Participates in recruitment and management of Center staff including assignments, performance evaluations (in partnership with Business Manager and Directors), payroll processing, and personnel actions.

  • Supports CEIS and CoE annual Request For Proposal (RFP) process. Tracks proposal submissions, performs due diligence on project and budget documents in advance of committee review. Organizes review committee meeting, presents committee results to Center leadership and notifies faculty and department administrators of award/no award status.

  • Acts a liaison for both Centers with respect to maintenance, custodial, and other central services.

  • Assists in production of CEIS annual report. Coordinates CoE’s response to AS&E annual report, surveys from Dean’s Office and data requests from University Office of Government and Community Relations.

    Communications (30%):

  • Oversees social media outlets – UR/NYSTAR/other partners’ event calendars, Center websites, Facebook, LinkedIn, and Twitter.

  • Identifies and oversees processes for all major mail-outs to Center customer base.

  • Supports Center Directors with outreach and engagement with external partners, including industry and other affiliates.

    General Administration (20%):

  • Attend meetings and report pertinent information, updates, policy changes, etc. to Center management and staff. Meetings include River Campus Administrators Group, (RCAG), College Administrators Meeting, and River Campus Research Administrators Group.

  • Direct specific projects as requested by the Director.

  • Participate in daily problem solving of Center operational issues.

  • Utilizes HRMS payroll system for approval of student hours, and other personnel actions.

  • Ensure Center staff and student employees comply with U of R policies and procedures.

  • Participate in sponsor-hosted meetings, webinars as required.


    Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled