Lead Business Administrator

Rochester, NY


The Hajim School of Engineering and Applied Sciences (Hajim) seeks a talented and energetic Director of Operations and Administration who will work closely with Dean Wendi Heinzelman and the Hajim senior leadership team to enhance the focus on strategic goals and ensure progress is made. Reporting directly to the Dean, this position ensures appropriate follow-up and tracking for items of Dean’s Office business and assists the senior leadership team with executing a wide range of projects consistent with the Dean’s priorities. This includes high-level support to the Dean, and, by extension, the leadership team; and responding and acting on behalf of the Dean using tact, integrity, discretion and professionalism in matters of a highly sensitive and confidential nature.

The Hajim School is a complex organization with multiple and diverse constituencies. This position works regularly with the Hajim senior leadership team, the Hajim departments and programs to support their operation’s needs, exercising independent judgment in the management and response to operational processes as well as highly sensitive and confidential personnel matters. Advises leadership, managers, employees and others, as appropriate on all relevant Hajim and University policies. Contributes to the development and execution of the overall school strategy, identifying, prioritizing and building organizational capabilities in partnership with Human Resources Business Partner to include talent management and workforce planning, performance management, employee relations, organizational development, employee development, and succession planning.



  • Serves as a thought partner to the Dean.

  • Responds and manages issues as they emerge, identifying those that require immediate attention of the Dean. When urgent issues arise, contacts the appropriate stakeholders for background or guidance to inform the Dean’s response.

  • Facilitates the Dean’s decision-making process by structuring undefined issues for resolution, forecasting, and researching issues, and working with stakeholders to provide the Dean with relevant information and data necessary to make sound decisions.

  • Works in close concert with other university leaders in senior leadership to ensure coordination and alignment of Hajim School priorities with university strategic priorities. Represents the Dean on selected internal and University committees and initiatives. Participates in formulating and communicating the Dean’s position and priorities.

  • As assigned, works with the Dean and other Hajim senior leaders on special projects and issues of strategic importance to the school and to advance the Dean’s priorities.

  • Works with the Director of Finance to ensure budgetary support is available for strategic priorities and special projects.


  • Examines, develops, organizes, initiates, executes, manages, and audits new procedures related to Hajim School operations in consultation with the Dean, departments and administrative offices to provide more expeditious, accurate and efficient delivery and integration of support services between departments, programs and the Dean’s, Provost’s, Human Resource Services offices.

  • Identifies solutions and delivers results that enable business execution in Hajim (e.g., identifies organizational needs, determines strategy as it pertains to learning/development and facilitates workforce planning and performance).

  • Works with the Hajim HR Business partner to support the staffing needs for the Hajim School and departments. Assists with annual performance programs and appraisals for staff within the Hajim Dean’s office. Provides mentoring for staff within the Hajim School.

  • With latitude for independent judgement, decision making, and expectation for recommendations to senior leadership on broad staffing issues, takes a lead role in the implementation of new, strategic initiatives including the implementation and management of new systems and platforms.

  • In collaboration with the Hajim Dean and Director of Finance, oversees the annual Hajim staff University Compensation outbound file submission, and project manage the submission from Hajim departments and incorporating of the University Wage & Salary program and comprehending the performance data from annual MyPath Performance Appraisal as part of assessment of department input and recommendation for individual staff compensation.

  • In conjunction with the Dean, develops and facilitates staff workshops on staff search committee training, new department administrator training, staff onboarding, and a range of other initiatives as needed.


  • Works with the Administrative Assistant to the Dean to ensure the prioritization of activities, scheduling, and briefing for the Dean, and streamlines workflow and communications, and processes for the Office of the Dean.

  • Promotes a positive working environment that encourages creativity, efficiency, and receptivity to change. Develops and manages the content and logistics of key activities and initiatives, including initiative and decision tracking; efficient/productive meeting logistics; and ensuring follow-up on action items and hand-offs or delegation as needed, as well as tracking progress.

  • Assists the Dean in determining and managing top priorities to maximize the efficiency and effectiveness of the Dean’s work. Ensures the accurate and timely flow of information to and from the Dean’s Office. Meets regularly with the Dean to establish the key priorities for the week, semester, and year to set the calendar of events.

  • Maintains records and reviews for accuracy and adherence to University policies, procedures, updates and changes. Interprets HR Policies to management and employees and collaborates with HR Business partner in advising on their application and implementation.

  • Assists in establishing financial and operational systems to monitor, control, and verify expenditures and carry out financial analyses.

  • Works closely with leadership, managers and employees to improve work relationships, build morale, increase productivity and retention.

Other duties as assigned.


  • Bachelor's degree required

  • Master’s degree strongly preferred

  • 8+ years administrative experience organizing and operating in a large, complex organization (university or corporate environment); or an equivalent combination of education and experience required.

  • Exceptional interpersonal, verbal, and written communication skills required.

  • Possess excellent planning and organizational skills and a demonstrated acumen with using different technology platforms and practices required.

  • Strong analytical and project management skills required.

  • Strong conflict resolution skills required.

  • Experience with organizational development including working across different communities required.

  • Demonstrated ability to prioritize and handle multiple projects of varying complexity simultaneously under deadlines, with attention to detail and a high level of professionalism required.

  • Flexibility and tolerance for ambiguity required.

  • Adaptability to shifting priorities through organizational transitions, and alignment with the Dean’s values of inclusion; transparency, efficiency, and service excellence required.

  • Demonstrated track record and commitment to enabling a welcoming environment for diverse stakeholders required.

  • Willingness to handle both complex and routine matters required.

  • Ability to combine strategic thinking with operational follow-through required.

  • Demonstrated ability to work individually and collaboratively required.

  • Experience handling highly confidential and sensitive information 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: $86,482 - $129,723 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: Sch Engineering & App Sci
Full/Part Time: Full-Time