Graduate Program Analyst

Rochester, NY


General Purpose:

With minimal direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring advanced technical and analytical skills and proficiency to support the education activities for the Graduate Programs (MPH, MS-CI, MS-EPI, MS-HSR, EPI PHD, HSR PHD, Preventive Medicine Residency and multiple certificates) in the Department of Public Health Sciences (PHS) within the School of Medicine and Dentistry. Expected to perform duties with independent problem solving skills by seeking out and referring to department and University policies and other resources.


Student Records

  • Develop, manage, track and monitor all official, confidential academic records of current SMD graduate students in the Department of Public Health Sciences ensuring the accuracy, integrity and security of all records. Work with the Education Administrator to manage the retention and disposal practices to ensure compliance with institutional policy as well as state and federal laws.

  • Work with Office of Graduate Education and Postdoctoral Affairs on the preparation and analysis of enrollment data.

Educational Program Data Support

  • Create and maintain annual reports, tracking of self-study documentation, etc. to assist Associate Chair, MPH Program Director, Preventive Medicine Residency Program Director and Education Administrator to assure program compliance with accrediting body

  • Assist Education Administrator with graduate student application and admission review process using SOPHAS, Slate, ERAS, 3rd Friday, ACGME and AAMC

  • Responsible for maintaining PHS database of applicants and current students/residents for PHS Graduate Programs (MPH, MS-CI, MS-EPI, MS-HSR, EPI PHD, HSR PHD, Preventive Medicine Residency and multiple certificates).

  • Analyze and convey results to Education Administrator and Preventive Medicine Program Director to inform summary reports that measure quality and effectiveness of residency program.

  • Perform data analysis and generate summary reports which depict the strengths and opportunities for improvement for residency trainee and program growth.

  • Compile, edit and verify residency data for reports, surveys, correspondence, marketing, meetings and other purposes.

  • Assist Education Administrator in assessing program’s compliance with ACGME and ABPM requirements.

  • Create and maintain well organized, thorough electronic files that demonstrate residency program compliance pertaining to HIPAA, mandatory health requirements, ABPM, ACGME, duty hours, GME policies, subspecialty organizations and others as needed.

  • Generate student data reports out of University student information system as needed

  • Assist Education Administrator with department graduation activities; create department Graduation Booklet of abstracts for each graduating student

  • Assist with procurement and purchasing for Education Team

Recruitment, Admissions, and Alumni Relations

  • With attention to streamlining operations and utilizing technology, assist the Education Administrator with managing the application, inquiry and interview process for all graduate programs and certificates.

  • With attention to streamlining operations and utilizing technology, manage the application, inquiry and interview process for the residency program. Create and distribute quantitative and qualitative reports to guide faculty in the review and ranking process.

  • Track the processing of all application and admission materials through various admissions systems for the different educational programs. Utilize systems to manage applicant data, and provide reports and required information to admissions committees and the Graduate Admissions Office.

  • Coordinate with the Office of Graduate Education and Postdoctoral Affairs on admissions and application processes.

  • Assist the Education Administrator with managing the PhD interview weekend process.

  • Maintain alumni database, update records, and assist with administration of alumni survey

Technological Support

  • Obtain and maintain “expert level” knowledge of SOPHAS. Assist with the process of transferring SOPHAS applications to Slate, as needed.

  • Obtain and maintain “expert level” knowledge of Med Hub. Act as liaison to the GME Office for ERAS software updates, reporting and troubleshooting.

  • Obtain and maintain “expert level” knowledge of the Electronic Resident Application System (ERAS). Stay abreast of changes to ERAS technology and procedures and report to the Program Director the impact of those changes on application process and recruitment.

  • Provide expert support to students and faculty on use of Blackboard

Other duties as assigned


  • Bachelor’s Degree in technical or health related field or an equivalent combination of experience and training.


  • 1 year relevant experience

  • Excellent organizational skills are required; meticulous attention to detail is essential.

  • Excellent communication and interpersonal skills are necessary.

  • Must be skilled with Microsoft Office software, including Outlook, Access, Word, Excel, and PowerPoint.

  • Proficient in database management and reporting software.

  • Experience with student information systems preferred.

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

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 Public Health Sciences
Schedule: 8 AM-4:30 PM