Staff Administrator 1

About the role

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.

Responsibilities

• Coordinates and supports divisional personnel and HR operations under moderate supervision, exercising discretion and independent judgment on a range of staffing and compliance activities, including managing recruitment, onboarding, career progression, and off-boarding processes for staff and faculty.
• 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.
• Interprets University HR policies and regulations and contributes to the development of divisional procedures and workflows to address operational needs.
• Coordinates division-wide communications regarding staffing updates, training requirements, and performance review cycles, ensuring timelines and standards are met.
• 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.
• 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.
• 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.
• Serves as Academic General Pediatric Fellowship Coordinator, providing 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.
• Provides guidance and oversight to the Division Secretary, supporting day-to-day administrative functions and contributing to the development of skills and performance.

Requirements

• Bachelor’s Degree.
• 2 years relevant experience.
• Ability to work in fast paced environment, prioritize tasks based on competing deadlines.
• Ability to communicate effectively in written and verbal correspondence.
• Ability to independently problem solve and identify creative solutions to complex problems.

Licenses and Certifications

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

Skills

• Advanced administrative and software skills, including Microsoft Office (specifically Outlook, Word and Excel).

Pay

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Compensation Range: $25.14 - $35.24