Faculty Affairs Administrator

Job Location: 601 Elmwood Ave, Rochester, New York, 14642

Responsibilities

• Coordinates the daily operation of a small academic department within a school or college in support of faculty needs, primarily in the areas of human resources, compliance, and financial management.
• Represents the department on business affairs and/or faculty affairs to the institution community.
• May support budget and financial reports for grants, general appropriations, endowments, and other funds.
• Coordinates and participates in a variety of support activities, including employment, benefits, training, and classification for the unit/department.
• Liaises with faculty.
• Maintains confidential files containing employee compensation data and personal information.
• Supports payroll, including employee reporting reminders, supervisor reviews, and submission to the payroll department.
• Checks periodically to ensure payroll accuracy and proper allocation of salaries to designated accounts.
• Supports the hiring process for new employees, including job postings, advertisements, interview coordination, and onboarding support.
• Assists with changes in employee status and associated paperwork.
• Ensures all employees have the necessary equipment for in-office and remote work, including hardware and software procurement.
• Develops and implements a recruitment plan.
• Advises department leadership on recruitment strategies.
• Generates offer letters that accurately reflect the terms of employment and collaborates with other departments for approval.
• Facilitates and processes appointments for new faculty.
• Collaborates with agencies to recruit temporary faculty as needed.
• Supports recruitment and post-recruitment processes, including forms processing, credentialing, licensure, visa issues, and coordination of moving and associated expenses.
• Collaborates with leadership to achieve engagement goals.
• Supports daily operations by assisting with supply purchases, expense requests, and managing vacation and on-call calendars.
• Handles waivers, magazine, and newsletter production and distribution.
• Serves as a scheduler and technology host for virtual and hybrid staff meetings.
• Oversees office spaces, ensuring they are properly equipped, and manages renovations, relocations, and reporting to relevant parties.
• Manages subscriptions, office directories, resource lists, and shared resources.
• Catalogs and files are documented digitally or in hard copy as requested.
• Utilizes key software and assists supervisors in training new staff members.
• Maintains office equipment and shared spaces.
• Focuses on increasing department awareness through various social media platforms.
• Collaborates with marketing professionals to develop campaigns.
• Creates engaging content and interacts with followers on social media to build brand awareness.
• Advertises career opportunities to promote internal growth and attract external talent.
• Promotes internal engagement and retention.
• Highlights department support for the larger community and makes jobs accessible to underrepresented communities.
• Monitors expenses with regular reporting to leadership.
• Reconciles ledgers and journal entries with finance departments to ensure departments are charged accurately for shared expenses and budget transfers are properly documented and used.
• Manages financial transactions that support department operations, including purchasing orders, invoices, vendor estimates, and contracts.
• Coordinates quarterly allocation reporting process and monthly reporting of hours, submits to department leaders for review/approval, and submits to the finance team.
• Other duties as assigned.

Requirements

Bachelor's degree and 1 year of experience in administrative capacity required (or equivalent combination of education and experience).

Pay

$25.14 - $35.24 per hour (compensation range).

Schedule

Full time, 40 scheduled weekly hours, Day shift (UR - Day).