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Department Administrator
University of Rochester in Rochester, New York
Date Posted 04/05/2021
Admin-Business And Financial Management
Employment Type Full-time
Application Deadline Open until filled

The Department Administrator manages the day-to-day operations of the Department of Psychology, a large and active department on the River Campus. Psychology has three graduate programs, an undergraduate psychology major, and several psychology minors. We have two major affiliations, Mount Hope Family Center and the Children’s Institute. Most faculty have multiple, active research studies, most involving human subjects. The position requires high level administrative skills, and extensive experience with policies, procedures, and practices of the University.

The Administrator is in charge of all department sponsored events—ad hoc, weekly, monthly, and large annual events including Commencement. Responsible for recommending improvements and then implementing standard operating procedures. Will work closely with the Chair, the Academic Coordinator and report to the Dept. Manager, will supervise the Dept. Assistant. Will act as Psychology’s primary liaison to HR, Student Employment, Graduate Education and Post-Doctoral Affairs, and several senior administrators across Arts, Sciences, and Engineering. The successful candidate must have strong interpersonal skills, be solutions-driven, have a collaborative and friendly approach, and must value the importance of their integral role as a member of the senior administrative team.


Personnel Administration (50% Total)

(20%) Implements departmental procedures related to employment, time and effort, payroll; works with faculty, research associates, staff, and students to ensure policy compliance and customer satisfaction. Hires and advises lab staff (e.g., lab managers, coordinators, assistants), and advises faculty on staff supervision, performance evaluations, and compensation. Researches solutions to personnel problems and executes those solutions. Works directly with the Deans Office to solve any faculty administrative issues for the Chair including tenure committees and coordinating materials and events around faculty promotions, recruitment, and retention. Coordinates department’s visiting scholars and visiting students as needed; works closely with the Office of Global Affairs for visiting scholars coming from outside of the US.

(10%) Orients graduate students to administrative matters and policy, prepares graduate students’ stipends for both academic year semesters and summer. Coordinates tuition and health insurance allocations. Hires graduate students for summer courses, add-on appointments, etc., and oversees payroll issues.

(10%) Updates and manages the department’s personnel database. Prepares and approves personnel forms for graduate students, staff, and undergraduates. Oversees confidentiality and security practices within department, including working closely with our IT administrators and the Dept. Manager. Serves as department timekeeper.

(10%) Supervises the Department Assistant, including hiring, training, day-to-day management, and performance evaluations.

Building and Operations Management (30% Total)

(10%) With independent decision-making, administers space utilization, including assignment of space in Meliora Hall (offices and labs). Maintains and updates in real time the UR Space database.

(10%) Facilitates purchases of furniture for new faculty members, and purchases furniture for department as needed. Forecasts equipment needs. This requires collaborating with Deans’ Offices, Corporate Purchasing, Facilities, Telecommunications, Security, Event and Classroom Management, and external organizations as necessary.

(10%) Manages and oversees all major Psychology events, both onsite and offsite, including but not limited to: Commencement – Psychology Majors’ Diploma Ceremony and Reception; Colloquium Series; Holiday Party; Summer Picnic welcoming incoming Graduate Students; Interview Weekend; Orientation; ad hoc events.

Accounting and Budgeting (15% Total)

(10%) Creates the annual budget for all adjunct professors. Reviews and approves business expenses and travel reimbursements, petty cash accounts, accounts payable, and all payrolls whenever needed. Develops guidelines and standard operating procedures for department spending and advises on grant expenditures in the Dept. Manager’s absence. Problem solves and makes recommendations to the Dept. Manager. Reviews several budgets monthly and recommends maximum allowances. Signatory authority for Department purchases.

(5%) Determines capital planning needs for the department (including building maintenance and renovations), obtains quotes and prepares capital budget requests, administers capital budget for the Chair.

Other – as needed (5% Total)

Consults on maintenance of department website and administrative sections of our department Blackboard site. Organizes faculty and staff meetings. Attends monthly River Campus administrator meetings.


Bachelor’s degree or an equivalent combination of experience and training. 3 years of related work experience including at least 2 years in an administrative capacity in an academic office or project management, or the equivalent experience in a business office. CLASP certified, or obtain certification within 6 months of hire. Excellent interpersonal, organizational, verbal and written communication skills, strong attention to detail, and the ability to maintain confidentiality at all times.

NOTE: This describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

How To Apply

All applicants must apply online.

*Please mention to employers when applying for this job*
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