Sr Business Administrator

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:

400175 Health Humanities & Bioethics

Work Shift:

UR - Day (United States of America)

Range:

UR URG 112

Compensation Range:

$70,197.00 - $105,295.00

Responsibilities:

GENERAL PURPOSE
Under general direction and with latitude to exercise independent judgment and problem-solving, as an essential team member, serves as the administrative manager to the Department Chair and designees (Directors of Research, Clinical Ethics Program, and Education), primary and secondary faculty of the Department of Health Humanities & Bioethics (HHBe). With direction as to mission and priorities, plans, establishes and oversees the administrative procedures of an academic department, including program management of diverse educational and research/scholarship programs, pre- and post-grant management, a clinical ethics program as well as projects and activities of the Schyve bioethics center, including financial and administrative support, oversees, manages, develops, and trains and delegates administrative tasks related to these programs to the Administrative staff , including the Department Program Specialist II and Administrative Coordinator III. Will work with the Chair, faculty and students to contribute administrative expertise, suggestions and creative solutions to improve efficiency and innovation of departmental programs and projects.

ESSENTIAL FUNCTIONS

Administrative Support for Chair and Faculty

• Provides administrative support for the Chair of the Department of in Health Humanities and Bioethics (HHBe)
• Builds and maintains effective working relationships with other senior leadership administrators, maintaining the confidentiality of sensitive information, and other duties as assigned.
• Works with primary HHBe faculty in managing the portfolios necessary for retention and promotion; and provides data to other departments for secondary faculty  
• Supports and organizes recruitment of faculty in HHBe, and with the help of other administrative staff, develops a recruitment strategy, creates applicant files, and coordinates interviews, travel and reimbursement
• Coordinates departmental events and activities for faculty and students including annual retreat, special events for student's annual report and students, including events in co-ordination with Graduate Program Admin 1.
• Assesses data about HHBe educational programs, and events for School of Medicine and Dentistry (SMD) undergraduate and faculty Continuing Medical Education (CME), and all departmental activities related to the undergraduate Health HHBe programming.
• Selects, develops, and manages administrative Staff, provide guidance and mentorship for their training and development and evaluates their performance. 
• Counsels staff, acts on matters of discipline and performance management, promotion, salary and other matters.
• Attends and participates in relevant meetings, contributing administrative expertise and suggestions to increase efficiency of all programs and projects.
• Represents the Department and serves as spokesperson on behalf of the Chair in communicating instructions, responding to inquiries about the program as appropriate, and in interpreting administrative matters to applicants, students, faculty, staff and the general public.
• Works with the Department’s liaison with university’s Office of Research and Project Administration (ORPA), federal agencies, foundations, and funding organizations.
• Responsible for the operation of central department administrative office. 
• Responds on behalf of the Chair to inquiries involving the University as well as departmental policy, regulations, procedures, etc.

Administrative Support for Bioethics Center and Clinical Program

• Provides administrative support for the Director of the Schyve Center  
• Provides administrative support for faculty and trainees in the Clinical Ethics Fellowship program.
• Provides administrative support for community outreach programs

Fiscal Management

• Provides financial management for the department and the Paul M. Schyve MD Center for Bioethics
• Prepares, develops, and controls yearly budget requests in collaboration with the department Chair in co-ordination with the Graduate Program Administrator. 
• Maintains liaison with the research administration, accounting and finance, budget and HR departments and consults with the Chair and administrative heads of the departments.
• Directs and coordinates maintenance of departmental accounts for undergraduate education programs and activities in SMD and on River Campus, and Paul M. Schyve MD Center for Bioethics, and clinical ethics program.
• Prepares, analyses and allocates expenses. Establishes guidelines for distribution of expenses. Is responsible for preparation of operating and financial records for reviews and approval of payrolls and personnel actions, invoices, requisitions and supply records.
• Pre- and post-award management
• Prepares and analyzes data for grant budget and for financial reports

Education Administration

Undergraduate SMD administration for Chair and Faculty

• Serves as the primary administrator in HHBe responsible for the ongoing development, implementation, coordination and management of support services for all undergraduate selective courses, electives, activities, events and research/scholarship awards in HHBe in partnership with the Department Program Specialist.

• Works directly with clinical and research faculty in SMD and affiliated hospitals, academic faculty across the University of Rochester including faculty in the College, Nursing, and the Eastman School of Music (ESM), and other academic institutions in Rochester to manage support services for their teaching of undergraduate SMD activities and courses in HHBe.
• Works independently with the Department Program Specialist to prepare, coordinate and disseminate information on academic policy, seminar content and materials, for students and Instructors for electronic distribution and website; organize and oversee on-line enrollments, co-ordinates distribution and tracking of electronic evaluation data on students' instructors and seminar content, and related course correspondence.

• With the Department Program Specialist, works directly with clinicians and healthcare professionals from University of Rochester Medical Center (URMC) and affiliates, faculty from across the University of Rochester, and other local institutions, and professionals in the Rochester community who teach electives for medical students  to coordinate, maintain, update and manage elective descriptions, electronic course catalogue information, distribute and track evaluation materials by students and faculty; disseminate evaluation data to the Chair and appropriate directors; responds to student inquiries.
• Serves as liaison to Public Relations officers at URMC, Eastman Performing Arts and Medicine (EPAM) Center, Memorial Art Gallery (MAG) and the College for dissemination to faculty, students and staff.

Other Educational Activities and Events

• With direction from the Chair or Director of Education, oversees the Department Program Specialist to coordinate various student awards, including Student Enrichment grants, Fellowship in Health Humanities, Summer Research in HHBe, and Schyve Center Summer awards; assists students in the preparation of applications; organizes and coordinates review committee meetings and interviews, follow-up reporting to committee and applicants, prepares and disseminates award announcements and information on the HHBe webpage; manages disbursement of awards funds, and  coordinates with the Miner Library to display student projects.
• Oversees the Department Program Specialist who prepares advertising materials, coordinates, provides follow-up reporting of monthly presentations at the G.W. Corner Society for the History of Medicine at the Rochester Academy of Medicine, Art & Observation activities at the MAG, annual Reel Minds Film series in partnership with community organizations, and events with EPAM center.
• Oversees, manages, and develops staff to organize, schedule, advertise monthly Health Humanities and Bioethics Noon Conferences for the URMC and university community; prepares and submits CME application components, evaluations and accreditation forms; disseminates information about presentations; provides technical, and other support services for each speaker.
• Working with the Chair and/or academic leader will provide support to develop and obtain approvals for future certificate and degree granting programs.

Department Operations and Development (5%)

• Supports the department with determining equipment needs and makes allocations within the department.  Initiates or authorizes orders for space, equipment, supplies and services. 
• Assists in facilities planning
• Initiates orders for space, supplies, and services
• Determines needs for and recommends equipment, repairs, supplies and staff.
• Initiates requisition and represent the Department in obtaining support services

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• 5 years of related work experience or an equivalent combination of education and experience REQUIRED.
• 2 years at a managerial level (4 years preferred) PREFERRED
• Prior experience in an academic office, grant management, or project management, or the equivalent experience in business. Prior experience managing and setting budgets and financial reporting PREFERRED. Preferred pre- and post-grant award experience.
• Experience preparing and processing payroll forms, running payroll reports to track account distribution, and payroll approval PREFERRED
• Experience preparing grant reports PREFERRED
• Experience working with students, staff, and faculty desirable PREFERRED

KNOWLEDGE, SKILLS AND ABILITIES

• Organizational, management, interpersonal, and communication skills are essential as building relationships with students, faculty and staff at all levels within the University and outside agencies is critical to this position REQUIRED
• Working knowledge of Word, Excel, and PowerPoint REQUIRED
• Familiarity with University policies related to graduate studies preferred PREFERRED
• Demonstrated willingness to learn new systems and improve workflow efficiencies PREFERRED.

LICENSES AND CERTIFICATIONS

• CLASP certified or within 3 months

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.