Faculty Affairs and Admin Support - University of Rochester : Job Details

Join to apply for the Faculty Affairs and Admin Support role at University of Rochester

3 weeks ago Be among the first 25 applicants

Join to apply for the Faculty Affairs and Admin Support role at University of Rochester

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, 14623OpeningWorker Subtype:RegularTime TypeFull timeScheduled Weekly Hours40Department500282 Program Mgmt OrthopaedicsWork ShiftUR - Day (United States of America)RangeUR URG 108Compensation Range$51,810.00 - $72,534.00The 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.ResponsibilitiesGENERAL PURPOSEThe 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 FunctionsFaculty 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.

Seniority level

• Seniority levelEntry level

Employment type

• Employment typeFull-time

Job function

• Job functionEducation and Training
• IndustriesHigher Education

Referrals increase your chances of interviewing at University of Rochester by 2x

Sign in to set job alerts for “Professor” roles.Adjunct Instructor of Business and Management

Rochester, NY $2,000.00-$4,000.00 1 year ago

Adjunct Instructor of Business in Vietnam

Rochester, NY $2,000.00-$4,000.00 9 months ago

2025/2026 Adjunct Lecturer Accounting, Economics and FinanceAdjunct Instructor of Occupational Therapy

Rochester, NY $58,000.00-$70,000.00 3 weeks ago

Investigator, Faculty Professionalism Advisory Committee for the Academic Center (FPAC)

Rochester, NY $86,482.00-$129,723.00 4 months ago

2025/2026 Adjunct Lecturer - Healthcare Studies (ABH Program)Adjunct Instructor of Art & Design - Art History

Rochester, NY $68,000.00-$84,000.00 3 months ago

Faculty, Full Time Tenure Track, Health Professions, Radiologic Technology - Monroe Community CollegeConsultant Teacher (Special Education), WEC

Williamson, NY $51,163.00-$60,059.00 4 days ago

Assistant/Associate Professor of Nursing

Rochester, New York Metropolitan Area 2 weeks ago

Faculty Affairs Administrator Supervisor

Canandaigua, NY $56,132.00-$62,567.00 3 weeks ago

Brockport, NY $92,055.00-$101,745.00 1 week ago

Brockport, NY $92,055.00-$101,745.00 1 week ago

Rochester, NY $50,000.00-$55,000.00 21 hours ago

Faculty, Full Time Tenure Track, Clinical Coordinator, Radiologic Technology - Monroe Community College

Rochester, NY $60,060.00-$73,920.00 2 weeks ago

We're unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.

#J-18808-Ljbffr