University of Rochester Academic Coordinator in Rochester, New York


Full Time 40 hours Grade 051 Clinical & Social Psychology


8:30 AM-5 PM


Position Summary:

With autonomy and exercising independent judgment, serves as the Academic Coordinator for graduate and undergraduate studies for the Department of Clinical & Social Sciences in Psychology (CSSP).


Marketing and Recruitment

  • Coordinates all aspects of the graduate recruitment and admissions process for three doctoral programs: clinical psychology, developmental psychology, and social-personality psychology. Ensures applications are complete; reviews and assigns applicants to appropriate faculty members/committees; writes correspondence to applicants; and creates reports for the chair, department heads of the three individual programs, and the dean's office.
  • Creates recruitment materials including but not limited to the CSSP website. Serves as project manager for the graduate programs' websites, developing a content strategy and maintaining content throughout the academic year.

Determining TA Assignments and Processing Stipend/Tuition Forms

  • Assigns graduate TAs for Fall and Spring semester courses, based on instructional need and course enrollments. Requests input from instructors and graduate students (including scheduling constraints) in making assignments.
  • Processes all graduate student stipends. Works with department's Financial Analyst and University┬┐┬┐ Dean) office and departments Financial Analyst to ensure tuition award and stipends are accurate. Processes graduate student health insurance information.

Ongoing Advising and New Student Onboarding

  • Develops and plans on a yearly basis the new student orientation, student resources document, graduate student guidebook for year 1 and year 2. This includes written materials, online materials, as well as an in-person orientation session that is led and coordinated by this role.
  • Advises students regarding policies, procedures, and requirements for their doctoral program. This includes interpreting policies as necessary for the students.
  • Using independent judgment about students' needs, plans and runs group meetings with PhD student cohorts (e.g., all students, 2nd year students, clinical program students) to provide updates on procedures, departmental, and university resources, and/or discuss students' questions and concerns and facilitate problem solving.
  • Interfaces with College and University Graduate Deans' Offices to provide input on and to be a conduit for Policies and Procedures.
  • Works with PhD students on developing and tracking their 5-year program plan to ensure a cohesive approach to the PhD students' academic careers.

Assessment and Accreditation

  • Develops and manages database for graduate students and alumni. Maintains information on students' grades, externship and internship completion and evaluation records, outcomes (e.g., career placement, licensure), and all other requirements needed and accomplished.
  • Oversees graduate students' evaluation process, ensuring completion and confidentiality of all files.
  • Supports Director of Clinical Training, on behalf of department with outside departments and national organizations, with special projects including, but not limited to:
  • Takes lead role in preparation for American Psychological Association (APA) self-study review and site visit for accreditation of Clinical program and is key contributor to documents required by APA. The APA has 47 standards that must be met during the self-study assessment.
  • Develops surveys, collects data, and prepares reports from graduate applicants, graduate students, alumni, faculty and outside collaborators/supervisors, and ensures accuracy of same for APA Annual Report. Provides benchmark data as needed for the accreditation process.
  • Verifies Clinical Internships through external sources.

Undergraduate Academic Coordinator

  • Supports faculty advisors in advising-related matters, including reviews all transfer courses and courses taken abroad to recommend if the course should be counted for credit in the program.
  • Advises students regarding requirements for their major.
  • Performs final degree audit check using University systems (student information system, OARS - degree audit reporting system, etc.).
  • Coordinates course scheduling, with attention to students' possible pathways through the major and minors (to maximize students' ability to enroll in required and popular elective courses to complete degree requirements on time).
  • Represents the department at Advising Fairs (alone or with a faculty advisor). Provides detailed knowledge on course offerings and paths to prospective students and majors on the various undergraduate majors, minors, and clusters within CSSP.
  • Assists the department in Commencement planning and coordinates diploma distribution.

Other Responsibilities

  • Updates graduate and undergraduate course schedules and descriptions.
  • Makes revisions to course information in University publications.
  • Utilizes university systems to obtain information as well as track information on students. This includes but is not limited to the university's student information system.


Bachelor's degree or an equivalent combination of experience and training. At least 2 years of related work experience in an academic office preferred.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Academic Coordinator

Location: The College

Job ID: 209754

Regular/Temporary: Regular

Full/Part Time: Full-Time