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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:

500193 Medicine SMH Gastrointestinal

Work Shift:

UR - Day (United States of America)

Range:

UR URG 108 H

Compensation Range:

$24.91 - $34.87

Responsibilities:

The position serves as the primary administrative liaison for Faculty Affairs within the Department of Medicine, specifically for Gastroenterology and Hepatology. Under the general direction of the Division Administrator, Division Chief, and the Director of Endoscopy, this position functions with independence and latitude for judgment. The role provides comprehensive administrative support for faculty affairs, division leadership, and the executive steering committee, ensuring effective operations and coordination across programs. This position may include oversight of administrative staff, mentorship responsibilities, and project leadership. Maintains strong working relationships with all departmental, hospital, and affiliated stakeholders.

Essential Functions

Faculty Affairs Support

• Oversees full-cycle GI & Hepatology faculty recruitment, onboarding, appointments, reappointments, voluntary termination, promotions, and sabbaticals.
• Prepares contracts, appointment letters, and required documentation in collaboration with other professional offices.
• Reviews and submits documentation for faculty hiring and tenure to ensure university policy and compliance.
• Assists with immigration-related processes as needed.
• Assists candidates with their immigration needs as necessary.
• Independently maintains up-to-date knowledge of University policies, procedures, and systems necessary to fulfill the responsibilities outlined.
• Primary oversight of GI and Hepatology Faculty recredentialing, reappointments and required professional licensing.
• Primary oversight of maintaining professional memberships and continuing education for GI and Hepatology Faculty, Fellows, and APPs.

Professional Administrative Support

• Supports new faculty orientation, mentoring, and onboarding events.
• Maintains SharePoint and other repositories related to faculty records, promotions, and professional development.
• Organizes departmental and URMC-wide faculty development events, trainings, and workshops.
• Services for candidates requiring sponsorship, including initiation of requests, tracking timelines, documentation management, and leading independent meetings to ensure progress and compliance.

Executive Support

• Provides direct administrative support to the divisional leadership team, including calendar management, meeting coordination, and communication with internal and external stakeholders.
• Direct support of the Division Chief and Director of Endoscopy.
• Independently prioritizes requests and workflow to optimize the executive team’s effectiveness.
• Drafts correspondence, prepares agendas, and ensures timely follow-up on action items.
• Assesses and improves office procedures to increase operational efficiency. Manages daily calendars for senior leadership, independently prioritizing and scheduling meetings and appointments.
• Assist in facilities planning; in consultation with others, determines need for and recommends equipment and supplies.
• Coordinates space planning and space survey activities. Maintains space database on an ongoing basis.
• Offers guidance and oversight for assigned operational support staff.

Financial Support

• Supports Workday process for purchasing and expense reimbursement for faculty and advanced practice providers (APPs)
• Support Faculty and APPs with Workday processes related to expense reimbursements.
• Manage and complete Faculty and APP expense reimbursement requests through Workday, ensuring adherence to department and University policies, while tracking individual expense spending through internal systems.
• Collaborate with the Director of Finance to review receipts and documentation, ensuring compliance with Department and University policies and procedures.
• Serves as administrative lead for QAPI program and provides project management support for division growth initiatives, events, and assigned special projects

Other duties as assigned

• Acts as the department’s central point of contact for internal and external inquiries related to faculty affairs.
• Maintains accurate, confidential records and supports the department during audits, program reviews, or data requests.
• Other duties as assigned; Performs additional administrative duties as assigned, including cross-coverage to ensure continuity of operations.

Minimum Education & Experience

• Bachelors Degree required
• 2 years of related work experience or equivalent combination of education and experience is required.
• Ability to maintain confidentiality.
• Exceptional organizational, time management and administrative skills
• Strong technical skills, including a high level of proficiency in Microsoft Office required.
• At least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business is preferred

Knowledge, Skills, & Abilities

• Knowledge of University Polices, NYS labor laws preferred.

Licenses and Certifications

• Notary Public preferred

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.