Administrative Coordinator III - Office of Academic Affairs

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): 220 Hutchison Rd, Rochester, New York, United States of America, 14620

Position Details: Opening:
Worker Subtype:
Regular Time, Type:
Full time, Scheduled Weekly

Hours:

40, Department: 400162 (Dean’s Office M&D),

Work Shift:

UR – Day (United States of America), Range: UR URG 104 H, Compensation Range: $19.04 – $26.63 per hour.

Serves as the first point of contact for the Office of Academic Affairs within the SMD Dean’s Office. Under the minimal direction of the Director of Academic Affairs with latitude for independent judgement, provides specialized administrative services to the Dean’s Office Academic Affairs team. Performs routine and non‑routine administrative secretarial duties, providing support for the administrative director, the Vice Dean for Academic Affairs, and in support of the SMD Dean’s Office support of the faculty lifecycle.

• Maintain the director’s calendar and coordinate individual and group meetings as needed.
• Cross‑cover for the Vice Dean’s administrative coordinator when required.
• Schedule meetings for senior leadership within URMC using Outlook.
• Demonstrates professionalism and empathy in triaging a wide range of inquiries and calls, often involving confidential and/or sensitive content.

• Independently review faculty appointment documentation uploaded to Box, distribute to OAA team members as appropriate by faculty type and rank.
• Follow up with departments on missing documentation or for additional information.
• Construct and distribute Vice Dean appointment confirmation letters for junior faculty, including junior voluntary faculty appointments.
• Enter junior faculty appointments on the monthly agenda and monthly mailing list and distribute the agenda each month for review by MEDSAC.
• Regularly construct report of, review and analyze the status of lapsed faculty appointments; remove those in process for reappointment or promotion, or on leave, reach out in follow‑up to departments; provide guidance to departments on required documentation for reappointment or otherwise.
• Serve as point person for faculty job postings and recruitment forms; maintain Interfolio permissions and triage related questions.
• Maintain OnBase permissions and serve as resource for departments for RF processing.
• Compile and maintain list of faculty awards and honors – independently obtaining information from various newsletters and sources.

• Administratively coordinate SMD Faculty Annual evaluations.
• Advise department administrative contacts on the process of evaluations and report generation using MyPath.
• Construct a report of faculty required to complete an evaluation within the SMD Faculty Roster Database and facilitate a customized mail merge to each (approx. 3,500 faculty members).
• Construct correspondence to department chairs and administrators throughout the evaluation cycle (April – October), monitor compliance.
• Serve as point person for trouble‑shooting evaluation questions, with regular/direct contact with MyPath support, including monitoring the SMD Faculty Eval email in Box and responding to inquiries.
• Support the Director of OAA throughout the process, and in the off‑season, with updates to the evaluation content format.

• Lead the team in the organization, coordination and execution of SMD new faculty welcome, overseeing logistics, space, catering, invitation list, invoices, and communications with senior leadership, department chairs, and offices within the University.
• Lead the team in the organization, coordination and execution of SMD faculty recognition event each spring, overseeing logistics and details for the annual event. The celebration recognizes new holders of…