Dept Program Specialist II

Rochester, NY


The Center for Freeform Optics (CeFO) program coordinator manages the National Science Foundation (NSF) Industry/University Cooperative Research Centers Program (I/UCRC) Center for Freeform Optics activities and tasks for the center. This role is responsible for managing multiple high-priority, specialty projects requiring coordination, reporting, independent follow-through, and direct collaboration and reporting to the Director. The role represents the NSF Funded I/UCRC Center with 17 industry members and two main University Sites (the University of Rochester and the University of North Carolina Charlotte) with multiple faculty (a total of about 16) and 30 students. The Center Coordinator works collaboratively with other University partners as well (e.g. Rochester Institute of Technology). Importantly, the NSF Research, Support, and Logistics (RSL) program requires assistance with tasks associated with efficient management and effective government reporting on program activities. The CeFO program coordinator works with the NSF program director and other collaborative federal agencies. The role is pivotal to transitioning into Phase III of the Center and potentially a self-sustaining Center. This position is multifaceted and requires a focus on details and a commitment to accuracy.


  • Plans and executes the Centers' multi-site semi-annual Industrial Affiliate Board (IAB) meetings. Communicates instructions and trains faculty, members, and students on how to access important center information (e.g., BOX, WebEx, Center website). Prepares CeFO semi-annual IAB Directors report by using key performance indicators and ensuring NSF evaluator compliance standards.

  • Writes and disseminates the quarterly newsletter, including reporting on data tracking and analysis, leads the reporting on the center website, develops and secures BOX documents, monitors requirements (e.g., quad charts compliance, WebEx monthly meetings reporting, communicates with industry members on publishing, recruiting strategies), and conducts member, faculty, and student communication.

  • Responsible for the collection, review, and analysis of complex data supporting operational performance measurements and ensuring NSF I/UCRC standards and compliance for the execution of NSF reports. With diligent organization drafts, facilitates faculty participation in the preparation of various activities, and leads all NSF reporting for Director review done in person.

  • Communicates and meets with project participants (e.g., Center director, associate director and site directors, faculties, staff, administrative personnel, corporate members, government lab members, and students) on a daily, weekly or monthly basis, to develop, formulate, improve, and update projects and systems, databases, and online systems.

  • Develops and maintains tools to enhance reporting obtained from university systems, including substantial research performance analysis. Provides support for research dissemination, particularly journal article publications, from a data management and reporting compliance perspective, and creates and maintains the Center website.

  • Facilitates the completion of and stewards the process of Center membership (i.e., the record of Membership Agreements, Bylaws, MOU, NDA, IP). Conducts business process analysis and provides oversight and planning goals to ensure the quality of operations and manages the organizational structure of all center information. Authors and maintains onboarding training manuals, work instructions, and templates. Conducts onboarding meetings with new members and faculty.

  • Leads weekly strategic Directors meetings to review the state of the Center, the status of membership, and Center comparatives in order to recommend appropriate action and recruitment strategy.

  • Ensures compliance with legal and official documents, including complex RFPs, in support of federal contracts. With highly developed attention to detail, assumes responsibility for performing activities in relation to contracts and grants supported by a wide range of public or private sponsors, including complex RFPs in support of federal contracts. Ensures that all proposals conform to University and sponsor policies. Leads the writing of supplementary proposals for NSF in relation to students' industry and government internships or training programs.

  • Travels to meetings and to member sites to brief about the program as part of recruiting.

  • Be able to align all parties, monitor projects’ progress, coordinate and support logistics, conduct data collection and analysis, prepare and implement online tools and strategies for program evaluation activities, and contribute to program reporting and documentation, and closure and evaluation at the end of a Center cycle. Examines data to make recommendations for actionable insights to the Center Industrial Affiliate Board, senior leaders, and institutional stakeholders.

Other duties and training as assigned.



  • B.S./B.A in communication, management, or related field

  • 1-3 years of experience in management, team communication, and organizing events or a combination or an equivalent combination of education and experience.

  • Excel software, Word and PowerPoint software, WebEx and Zoom platforms, and the attention to detail to stay compliant with agencies and university regulations. Efficient at multitasking. Excellent people skills and sensitivity to diversity and inclusivity. Background in Science and Technology program management and have skills such as excellent written and oral communication, meeting planning, data analysis, and experience leading the management of a large team. Creative critical thinking and defining clear communication channels.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $51,810 - $72,534 Annually

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.

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Location: Sch Engineering & App Sci
Full/Part Time: Full-Time