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As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

270 Miracle Mile Dr, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500282 Program Mgmt Orthopaedics

Work Shift:

UR - Day (United States of America)

Range:

UR URG 108

Compensation Range:

$51,810.00 - $72,534.00

_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._

Responsibilities:

GENERAL PURPOSE

The position serves as the primary administrative liaison for Faculty Affairs within the Department of Orthopedics and the Center for Musculoskeletal Research (CMSR). It supports all aspects of faculty lifecycle management, including new hires, appointments, reappointments, promotions, and voluntary terminations across a large clinical department with full-time, part-time, and TAR faculty. It provides high-level executive support to the Sr. Director, Program Administrator, and Director of Finance, the role ensures efficient daily operations with a focus on faculty-related human resources, compliance, and financial processes. This position exercises independent judgment in prioritizing tasks and managing a high volume of sensitive, confidential materials under tight deadlines. Responsibilities include: (1) interpreting and applying University, Medical School, Hospital, and departmental policies related to faculty affairs; (2) maintaining accurate records and streamlined workflows; and (3) anticipating departmental needs for information and analysis.

The role provides broad oversight of faculty administration, contributes to the development of budgets and financial reports for grants and operating funds, and supports non-technical components of grant and contract proposals. Additionally, it serves as a key departmental resource for staff, ensuring coordinated support of faculty-related HR, compliance, and financial operations.

ESSENTIAL FUNCTIONS

Faculty Affairs and Post-Doctoral Support

+ Oversees full-cycle faculty recruitment, onboarding, appointments, reappointments, voluntary terminations, promotions, and sabbaticals.

+ Prepares contracts, appointment letters, and required documentation in collaboration with other professional offices.

+ Reviews and submits documentation for faculty hiring and tenure to ensure university policy compliance.

+ Tracks sabbatical eligibility and academic leaves; prepares appropriate paperwork and approvals.

+ Assists with immigration-related processes as needed.

+ Revises and submits job postings both internally and to external search agencies. Ensures job postings accurately reflect position details.

+ Validates the accuracy of academic payroll records monthly, resolving discrepancies by cross-referencing personnel records, employee database source documents, status records, and salary lists.

+ Assists candidates with their immigration needs as necessary.

+ Independently maintains up-to-date knowledge of university policies, procedures, and systems necessary to fulfill the responsibilities outlined above.

Professional Development & Support

+ Serves as an active member of faculty and professional development committees; plans, documents, and acts on recommendations.

+ Supports new faculty orientation, mentoring, and onboarding events.

+ Maintains SharePoint and other repositories related to faculty records, promotions, and professional development.

+ Organizes departmental and URMC-wide faculty development events, trainings, and workshops

+ Direct report responsibilities include, but are not limited to:

+ Setting clear responsibilities and performance standards

+ Offering regular feedback

+ Coaching and development

+ Address performance concerns

+ Foster a positive work environment

+ Ensure compliance with company policies, procedures, and legal requirements

Executive Support

+ Provides direct administrative support to department leadership including calendar management, meeting coordination, and communication with internal and external stakeholders.

+ Independently prioritizes requests and workflow to optimize the executive team’s effectiveness.

+ Drafts correspondence, prepares agendas, and ensures timely follow-up on action items.

+ Assesses and improves office procedures to increase operational efficiency. Manages daily calendars for senior leadership, independently prioritizing and scheduling meetings and appointments.

Financial Operational Oversight

+ Supports Workday processes for purchasing and expense reimbursement for faculty and advanced practice providers (APPs).

+ Reviews documentation for compliance with University policy and collaborates with the Finance Director on budget-related reporting and grant support.

+ Manages departmental assets and facilities reporting, including fixed assets and space/equipment surveys.

+ Approves payroll for Program Management staff (biweekly, semi-monthly, and monthly)

+ Back-up for CMSR timekeeper

+ Maintain expertise in MyURHR workflow processes and efficiently carry out allocation changes, job changes, hiring, and salary adjustments for staff, faculty, and post-doctoral positions.

Expense Reimbursements

+ Support Faculty and APPs with Workday processes related to expense reimbursement.

+ Manage and complete Faculty and APP expense reimbursement requests through Workday, ensuring adherence to department and University policies, while tracking individual expense spending through internal systems.

+ Collaborate with the Director of Finance to review receipts and documentation, ensuring compliance with Department and University policies and procedures.

+ Oversee and provide guidance on policies concerning financial reports and expenses for Faculty and APPs.

Other duties as assigned

+ Acts as the department’s central point of contact for internal and external inquiries related to faculty affairs.

+ Maintains accurate, confidential records and supports the department during audits, program reviews, or data requests.

MINIMUM EDUCATION & EXPERIENCE

+ Bachelor's degree and 2 years of experience in administrative capacity required

+ or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

+ Strong understanding of faculty HR processes, academic appointments, and University administrative systems.

+ Excellent written and verbal communication skills, professionalism, and attention to detail.

+ Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and cloud-based platforms (e.g., Workday, MyURHR, SharePoint).

+ Demonstrated ability to handle confidential information and meet deadlines under pressure.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

Notice: If you are a **Current** **Employee,** please **log into myURHR** to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward.

Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.