Lead Business Administrator

Rochester, NY

GENERAL PURPOSE:

In collaboration with the School of Medicine and Dentistry (SMD) Vice Dean for Education and Associate Vice President (AVP) for Clinical Education, develops and implements business management practices, control systems, strategic plan(s), and associated educational programs necessary to support the growth of the clinical education program. Organizes and analyzes the information necessary for a clear understanding of operations, and monitors progress towards goals. Provides high-level administrative support to the SMD Vice Dean for Education and AVP for Clinical Education and the office. Acts as liaison with key internal stakeholders across the entire UR Medicine enterprise, as assigned. Compiles and analyzes data and other critical information and makes recommendations to key stakeholders. Develops and manages the offices budget(s).

RESPONSIBILITIES:

Strategic Development:

  • Works collaboratively with the Vice Dean and AVP, key stakeholders, and medical center leadership to develop and implement strategic initiatives in support of a successful clinical education vision for the medical center, driving the work of the Vice Dean and AVP, and team, to advance strategic goals and priorities.

  • Collaborates with key stakeholders in the medical center to coordinate and assure timely execution of action plans across multiple priorities identified by the Vice Dean and AVP. Ensures meetings related to execution of those plans remain focused on strategic priorities, and that project plans are executed within established timeframes.

  • Ensures the department’s administrative structure, infrastructure, and work processes support mission-specific goals and performance metrics.

Data Collection and Analysis:

  • Collects and analyzes data and develops reports to support performance monitoring and to identify emerging operational improvement opportunities. Prepares responses to internal requests relative to data, policy, regulations, procedures and other information. Drafts other critical communications for external and internal audiences, as needed.

Project Management:

  • Develops, manages, documents and monitors action plans of key projects with project stakeholders and other constituents. Develops project deliverables and milestones. Facilitates action items including follow up meetings as needed to keep projects organized and on track to completion.

Administrative Support and Office Management:

  • Establishes the administrative structure for the office and oversees the office’s operational functions. Fosters an environment of effective communication and identifies and enables opportunities to improve efficiency and effectiveness of teams.

  • Establishes department policies and procedures, as appropriate, that support the effective operations of the team, assuring compliance with University and Medical Center requirements.

  • In partnership with office leadership and HR Business Partner, oversees departmental human resources functions regarding structure, employment, compensation review, promotions, disciplinary actions and terminations.

  • Manages all administrative records, files, and reports including but not limited to: documents, contracts, and personnel files. Ensures office compliance with standard policy and procedures. Conducts fact-finding and composes responses to non-routine inquiries. Responsible for the administration, maintenance and inventory of the office’s resources, including technology and other equipment, office supplies and physical spaces.

  • Anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings. Represents the office in contact with University officers and external organizations, relaying and anticipating senior leadership instructions, preferences, and concerns.

  • Schedules complex large group meetings as well as recurring and ad hoc meetings. Proactively collaborates with various University offices to ensure timely appointments and confirms scheduled appointments (attendees, locations, times, etc.).

Financial Administration:

  • Prepares, submits, and manages the annual budget submission process in equal partnership with the Vice Dean and AVP. Reviews expenses and variances for the office budget. Provides quarterly financial reporting to the Vice Dean and AVP on YTD expenses and makes recommendations to remain within the approved budgets.

  • Processes a variety of financial transactions. Produces, monitors, and reconciles budget statements. Researches, identifies, and resolves discrepancies. Maintains department p-card, prepares invoices, and completes other administrative tasks using Workday and other financial management systems as required.

  • Collaborates with purchasing to establish vendor contracts as needed.

Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s Degree required;

  • 8 years of relevant work experience required;

  • Work experience at a managerial level, preferably in an educational or healthcare institution preferred;

  • or equivalent combination of education and experience required.

  • Ability to handle confidential information with a high level of professionalism and discretion required.

  • Proactive, flexible and strong problem-solving and decision-making ability required.

  • Strong interpersonal skills and the ability to interact and communicate with staff at all levels required.

  • Ability to work both independently and in a team setting required.

  • Extremely organized and detail-oriented with the ability to work in a complex, executive environment required.

  • Ability to manage multiple projects and priorities required.

  • Ability to analyze and comprehend complex information required.

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: $84,718 - $127,088 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: School of Medicine & Dentistry
Full/Part Time: Full-Time
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