Administrator I - University of Rochester
Rochester, NY
About the Job
Responsibilities
**General Purpose:**
Under general direction and with considerable latitude for exercise of independent judgement, serves as primary administrative support to the executive leadership team and staff to organize inter- and intradepartmental procedures that support the mission and vision of the Psychology Training Program, Psychiatry Education, the Department of Psychiatry, and the University of Rochester Medical Center. This includes planning, directing and coordinating all phases of the fiscal, administrative, educational, and human resource functions.
**Responsibilities:**
Program Management: A strong working knowledge of SMD graduate educational procedures, APA accreditation, and APPIC procedures; (1) oversee registration processes for non-matriculated visiting graduate students; (2) Ensure compliance with regulating organizations for continued accreditation; (3) ensure compliance with institution and NY State regulations in regards to permits and licensure documentation; (4) prepare all documents for trainees’ onboarding procedures and hospital appointments; (5) prepare expense budgets related to existing Psychology educational programs; (6) process expenses, professional stipends and FTE changes for training program; (7) Acts as Faculty Salary Manager for Psychology Trainees and program directors.
Organizational Management and General Administration: Provides support to Education Administrator in interpretation of University as well as department policy, regulations, procedures, etc.; and guides and mentors administrative staff. Works with executive and department leadership to implement and enhance strategic plan to aid in the furtherance of educational departmental goals. Determines equipment needs and makes allocations within the Program. In accordance with departmental procedures, authorizes orders for equipment, supplies and services. Maintains liaison with respect to maintenance, custodial, purchasing, inventory control and other central services. Attends appropriate department and University meetings as assigned. Other related responsibilities include:
Training Program Administration: Responsible for the oversight of all administrative operations that fall under the purview of the Psychology Training Program including: recruitment, orientation, and cross-training of administrative staff to perform functions required for operation of the program. This includes but is not limited to website maintenance, recruitment activities, attending to faculty and trainees needs, and all program events.
Promoting Diversity and Inclusion: Encourages and promotes a diverse and inclusive culture in compliance with the University’s policy. Collaborates with executive leadership to create and maintain a positive, inclusive culture that builds a divers team, shapes organizational pride and a comfortable work environment, and ensures high performance.
Communication: Represents the Psychology Training program both within and outside of the University. Serves as spokesperson in communicating instructions and interpreting administrative matters to trainees, clients, faculty, staff and the general public. Works collaboratively with executive leadership to ensure understanding of changing organizational requirements and community partners.
Knowledge of Information Management Systems: Requires working knowledge of and/or proficiency in Microsoft Office as well as the following systems:
UR Student Kentico
UR Financials eValue
Workday APPI CAS
Procure to Pay APPA CAS
Fiscal Management: Assumes responsibility for budget planning and financial monitoring of Psychology expenses. In line with established procedures, develops and monitors trainee salaries, tuition, other academic activities, and endowments. Oversees all Psychology expenditures, and related purchases. Responsible for monthly reconciliation and analysis with University FAO reports, problem resolution of revenue and expense trends, and variances.
As the Psychology Training Trainee & Faculty Salary Administrator, works with individual faculty related to salary or changes in work status/duties; facilitates discussion of proposed changes with other Administrators or Directors to make certain: (1) there are no gaps in funding or coverage of essential duties; (2) required paperwork is processed to ensure correct and timely changes; and (3) confirmation of changes.
Human Resource (HR) Management and Support: Provides program management support to faculty, support staff, and trainees to ensure compliance with University policies and procedures. Advises faculty, staff, and trainees on all aspects of HR administration, including, hiring, supervision, and HR policies and procedures. Identifies and coordinates use of University resources to troubleshoot issues such as IT and finance, and works to support staff development and a high functioning team.
Development and Supervision of Administrative Staff: Supports Training Directors and executive leadership team with development and maintenance of sufficient and trained administrative support for the Psychology Training Programs. Primary responsibility for recruiting, hiring, and orienting administrative assistant to the training programs, its component parts, and its many functions. Support and assist Education Administrator with training and mentoring of Education Office staff. Responsible for ensuring that staff are cross-trained to cover during periods of staff absences. Assists administrative professionals with development of annual goals and provides input into annual performance reviews.
Other duties as assigned
**Qualifications:**
+ Graduation from college or an equivalent combination of experience and training.
+ Bachelor’s Degree preferred
+ At least 3 years of administrative/managerial experience (5 years preferred), preferably in an academic office or in project management, or experience in the business equivalent. Experience with budget development and management is required and experience with staff development and supervision are strongly preferred
+ This position requires a person who is highly motivated and self-directed with strong organizational skills and the ability to work collaboratively on multiple tasks simultaneously within a complex organization. The successful candidate must be self-sufficient and have the ability to innovatively translate system-level needs and trends to program level planning and programming. Superb verbal and written communication skills and follow-through are essential. Proficiency in Microsoft programs (i.e., Word, Excel, Access, and Power Point) is essential as is openness to learning and adapting to ever-changing information management systems.
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: $20.00 - $38.46 Hourly
_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._
**Location:** Strong Memorial Hospital
**Full/Part Time:** Full-Time
**Opening:** Full Time 40 hours Grade 052 Psychiatry SMH Residency Prog
**Schedule:** 7:30 AM-4 PM
Source : University of Rochester