Staff Administrator 1

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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:

910081 General Pediatrics

Work Shift:

UR - Day (United States of America)

Range:

UR URG 108 H

Compensation Range:

$25.14 - $35.24

Responsibilities:

The Staff Administrator I supports the Division of General Pediatrics by coordinating personnel, operational, and divisional activities that contribute to overall divisional effectiveness. This role works under moderate supervision, reports to the Finance and Research Manager, exercises independent judgment while seeking guidance from senior colleagues as needed. The Administrator applies policies and procedures to staffing, facilities, and operational processes, making minor improvements to enhance team performance.

The position communicates with faculty, staff, and external partners to explain and interpret divisional procedures. Responsibilities include managing scheduling and key initiatives for senior leadership including, but not limited to, the Division Chief, the Director of Clinical Administration and the Director of Clinical Services, coordinating meetings and events, and supporting projects of smaller scope or complexity. Through these activities, the role has an indirect but meaningful impact on divisional outcomes and serves as a resource for colleagues within the department.

ESSENTIAL FUNCTIONS

Coordinates and supports divisional personnel and HR operations under moderate supervision, exercising discretion and independent judgment on a range of staffing and compliance activities. This includes managing recruitment, onboarding, career progression, and off-boarding processes for staff and faculty, while providing guidance to managers and colleagues on established policies and practices.

• Collaborates with the Director of Community Pediatrics to coordinate faculty appointments, reappointments, and promotions by preparing required documentation and ensuring compliance with departmental and University standards.
• Coordinates the job posting and hiring process for staff and student positions, working with hiring managers to develop job descriptions, obtain approvals, and facilitate applicant review and interview coordination. Provides guidance to managers on onboarding activities, including space and equipment allocation, in alignment with divisional policies.
• Interprets University HR policies and regulations and contributes to the development of divisional procedures and workflows to address operational needs. Explains and interprets policy matters to staff and managers, serving as a resource on leave administration, employee resources, and related matters.
• Coordinates division-wide communications regarding staffing updates, training requirements, and performance review cycles, ensuring timelines and standards are met.
• Directs onboarding and offboarding processes by securing system access, conducting checklist activities, and coordinating exit interviews.
• Serves as the divisional timekeeping lead, providing guidance and support to ensure accurate and timely entry of hours worked, in compliance with University policy and UKG systems.

Supports and contributes to the division’s administrative structure and operational workflows, applying established policies and practices to ensure consistency and efficiency across the division. Works under moderate supervision on moderately complex assignments, exercising discretion and independent judgment while coordinating day-to-day operations.

• Engages with University departments and functional groups to stay current on policies and procedures, interpreting and communicating key information to divisional faculty and staff. Assists with the development and adjustment of divisional SOPs to reflect institutional standards.
• Coordinates and helps manage agendas for divisional meetings (faculty and staff), preparing and presenting administrative updates as needed.
• Oversees routine updates to the Division communication channels, ensuring information remains accurate, accessible, and aligned with divisional communications.
• Tracks and monitors faculty budgets for professional, travel, and licensing allowances, collaborating with the Finance and Research Manager to confirm compliance with University and departmental policies.
• Coordinates travel logistics for faculty and staff—including conference registration, poster preparation, lodging, and transportation—while providing clear explanations of reimbursement processes and policy expectations. Ensures expenses are appropriately allocated with guidance from the Finance and Research Manager.

Coordinates and supports divisional facilities, information systems, and asset management activities to ensure effective day-to-day operations. Works under moderate supervision on moderately complex assignments, applying established practices to maintain divisional spaces, systems, and inventories.

• Coordinates personnel move, requests repairs, and ensures workspaces have appropriate telecommunication and IT access.
• Serves as the UR Space and Equipment Administrator, maintaining accurate records of space occupancy and equipment allocation, and updating systems in collaboration with central offices. Contributes to planning for equipment renewal or replacement to meet safety and functional requirements and supports internal and external audits related to divisional equipment.
• Partners with Space Planning and University Facilities to coordinate inter-divisional moves and updates to building directories and records.
• Maintains divisional inventory of office supplies, establishes reorder levels, and processes procurement requests, identifying appropriate funding sources for shared or program-specific needs.

Serves as Academic General Pediatric Fellowship Coordinator. Provides high level administrative support to the fellowship program, program directors and fellows; coordinates recruitment, job posting, onboarding, seminar scheduling, compliance and day-to-day operations.

• Serve as primary contact for fellows and prospective candidates, maintain comprehensive records of fellowship appointment documentation and evaluations.
• Maintain fellowship website, coordinate advertising initiatives, assist with onboarding activities, credentialing and licensure requirements.
• Support program faculty in planning and delivery of educational activities, including seminars and scheduling of speakers.
• Ensure fellowship sponsor guidelines related to personnel appointment and reporting requirements are met and maintained in the Electronic Handbook (EHB) system.

Provides guidance and oversight to the Division Secretary, supporting day-to-day administrative functions and contributing to the development of skills and performance. Works under moderate supervision while exercising discretion and independent judgment in delegating tasks and reviewing work for accuracy and timeliness.

• Trains the Division Secretary in divisional processes and procedures, ensuring consistency with University and departmental standards. Delegates tasks in support of broader divisional initiatives, setting clear expectations and timelines.
• Provides daily direction, conducts performance evaluations, and oversees timekeeping processes for the Secretary, ensuring alignment with University policies and deadlines.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s Degree. Required
• 2 years relevant experience. Required

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to work in fast paced environment, prioritize tasks based on competing deadlines. Required ​
• Ability to communicate effectively in written and verbal correspondence. Required
• Advanced administrative and software skills, including Microsoft Office (specifically Outlook, Word and Excel). Preferred
• Ability to independently problem solve and identify creative solutions to complex problems. Required

LICENSES AND CERTIFICATIONS

• University of Rochester CLASP certification within 12 months of start date

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.