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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):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400060 OBGYN Admin-SMD

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

_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

This position provides comprehensive administrative and strategic support to the Chair and Senior Program Administrator of the Department of Obstetrics and Gynecology, managing faculty affairs and staff HR functions for over 400 personnel across 15 statewide locations. The role serves as a critical liaison between departmental leadership and institutional offices, ensuring compliance with university policies while coordinating complex processes, including faculty recruitment, promotion, tenure, and staff onboarding. The incumbent participates in strategic projects, maintains essential data systems, and provides expert coordination of Workday HR systems to support departmental excellence. This position is integral to sustaining the department's academic and operational success through effective human resource management and cross-functional collaboration.

ESSENTIAL FUNCTIONS

Faculty Affairs

_Administrative Coordination:_

+ Manage the talent acquisition process for faculty

+ Process personnel actions forms and salary letters throughout the year

+ Advise leadership on recruitment process, requirements, and timelines

+ Compile all necessary documents for promotion and tenure cases and submit to the necessary offices in a timely manner

+ Prepare appropriate paperwork, approvals, and notifications to department leadership

+ Process payroll, including approval workflows and employment profile adjustments such as monthly mobile phone stipends

+ Maintain organized electronic and paper filing systems

_Technology and Systems / Data Management:_

+ Maintain and update SER Epic provider profiles for accuracy and functionality

+ Serve as expert Department Coordinator for Workday business processes relating to Departmental Faculty

+ Monitor and update departmental website to ensure accurate provider listings

+ Assign mandatory training modules in MyPath for new faculty members

+ Maintain up-to-date faculty personnel records

+ Track appointment changes and maintain accurate records for reporting and data collection

+ Assist with data collection for annual departmental educator reports

+ Manages the faculty database and a large volume of diverse and complex materials/documentation of a confidential nature.

_Communication:_

+ Act as liaison with internal and external offices to manage immigration petitions, including preparation of necessary documentation and payments

+ Ensure faculty are well informed and updated of status of requests

_Reporting, Compliance and Regulatory Oversight:_

+ Ensure compliance with university policies

+ Ensure faculty compliance with annual conflict of interest surveys and performance reviews

+ Responds to data requests for various surveys that determine the ranking of the school throughout the year. Works with leadership to resolve discrepancies.

+ Review malpractice billing reports to support financial accuracy and reporting

+ HRSA Health Workforce Loan Repayment Program monitoring employment verifications, enrollments, and renewals for select sites.

Staff HR Administration

_Administrative Coordination:_

+ Act as a point of contact for new department staff and subject matter expert for institutional and departmental policies and HR workflows

+ Develop onboarding activities and processes for new departmental staff

+ Develop and establish departmental HR procedures and processes for departmental staff as needed

+ Support the department and divisions with personnel changes

+ Provide overall administrative support to the department, including maintaining, processing, and documenting employee records

+ Develop and assist with projects, including employee engagement events, employee communications, and staff meetings

_Technology and Systems / Data Management:_

+ Serve as expert Department Coordinator for myURHR business processes relating to departmental staff

+ Act as departmental Timekeeper

+ Create and maintain a highly developed organizational system for administrative records (master spreadsheets, department phone trees, training grids, anniversary milestones, etc.)

_Communication:_

+ Answer employee questions about policy and procedures and refer to specialists as needed

+ Create and execute a communication strategy to ensure a seamless flow of HR and staff engagement information across the department

Misc

+ Provide in-office coverage for the Departmental Chair’s office as needed to ensure uninterrupted operations.

+ Participate in special project work and serve teams or committees as needed

+ Serve as point of contact for Press Ganey survey coordination and data tracking

+ Support regular reporting requests as needed

+ Prepare various statistical reports and presentations

+ Supporting various accounting operations

+ Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

+ Bachelor's degree. Preferred

+ 3 years of progressively responsible experience in administrative support. Required

+ or equivalent combination of education and experience. Required

KNOWLEDGE, SKILLS AND ABILITIES

+ Exceptional organization, communication, time management, and problem-solving skills

+ Proficiency in office software and computer applications, including MS Word, Outlook, and Excel

+ Capacity to manage a large volume of work and track multiple projects through completion

+ Excellent interpersonal skills and ability to work with diverse audiences

+ Attention to detail and accuracy with strong problem-solving skills

+ Ability to execute independent judgment, establish priorities, monitor deadlines, and organize correspondence

+ Ability to handle sensitive information with confidentiality

+ Customer service orientation and team player mindset

+ Adaptability and willingness to learn new tasks

LICENSES AND CERTIFICATIONS

+ Notary Public, New York. Preferred

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.