Optics Department Undergraduate Program Administrator

Rochester, NY


Position Summary:

Serves as Undergraduate Program Administrator; Optics Photon Camp Administrator, and Administrator of Optics Recruiting and Retention Programs. Assists Graduate Program Coordinator. Responsible for the administrative and program management functions of the Optics undergraduate program to include:


Undergraduate Program Administration:

  • Plans, organizes and directs Optics First Year Undergraduates.

  • Supervises student volunteer efforts.

  • Reviews registration forms and transcripts to ensure proper progress through Optics curriculum.

  • Reconciles senior audits to ensure students remain on track for graduation.

  • Provides corrective action to the Office of the Registrar for reconciliation of databases.

  • Administers the undergraduate awards program.

  • Collaborates with university peers for Open Campus events for potential students; arranges for interviews with professors as well as facilitating tours/info sessions for potential Optics students.

  • Maintains meeting schedules, agendas, minutes, and other materials relating to the undergraduate curriculum.

  • Submits curriculum change packages to College Faculty Steering Committee for approval.

  • Plans the department graduation ceremony and other graduation events.

Undergraduate Counseling:

  • Provides academic advising, career counseling, and life coaching to undergraduate students. Coordinates with campus resources to ensure student success.

  • Serve as mentor for individual students and Optics related student organizations.

  • Maintains and provides information for special opportunities (internships, fellowships, study abroad etc.).

  • Maintains constant contact and interaction with undergraduate students ensuring satisfactory progress towards graduation; maintains academic history database for each student to ensure proper advancement through Optics course curriculum.

  • Maintains database with registrations, drop/add requests, petitions etc.; maintain notes from meetings with students as well as tracking of sophomore declarations of majors.

  • Uses information from database to inform students and advisors of potential academic problems.

Photon Camp and Optics Recruiting/Retention Program Administrator:

  • Designs and implements overarching Photon Camp (PC) strategy. Creates and maintains all PC related documents (e.g. application packages, marketing material, daily schedule).

  • Interviews, hires, and supervises appropriate staff

  • Directs PC staff daily workload and maintains record of financial expenditures.

  • Establishes partnerships with optics companies and U of R assets to maximize student-learning opportunities.

  • Develops and implements The Institute’s strategy for recruitment and retention of students.

  • Leads and directs a key cadre of undergraduates in support of recruiting efforts.

  • Directs and coordinates outreach and recruiting activities through collaboration with the University’s Undergraduate Admissions Office, local high schools and Monroe Community College. Facilitates tours of The Institute. Collaborates with faculty to design recruitment and promotional materials.

Supervises Student Administrative Assistants:

  • Recruits, interviews, and supervises the efforts of student admin assistants.

  • Manages day-to-day performance of student admin workers and weekly staffing schedule. Provides mentoring, leadership, and performance feedback.

  • Creates and maintains student worker job description, performs semi-annual reviews of student performance, coaches and counsels undergraduate employees to reach full potential.

Industrial Associates (IA) Facilitator:

  • Directs and leads undergrad team efforts in support of IA symposium.

  • Coordinates the review and critique of student resumes with the University’s Career Center.

  • Coordinates with companies to identify openings. Facilitates interviews during IA week.

Support the Graduate Program Coordinator:

  • Works with graduate students in support of or in the absence of the Graduate Program Coordinator. Duties include working with the Graduate MS Admissions Committee and those assigned as needed.

Oversees the Department Social Media:

  • Oversee content that is posted to department social media accounts. Supervise student employees who are dedicated to maintaining an online presence.

Other Administrative Activities:

  • As assigned.


  • Bachelor's degree with one year related experience, or an equivalent combination of education and experience required.

  • Possess excellent organization, time-management, and interpersonal skills, and the ability to work on numerous projects simultaneously required.

  • Have strong word processing, database management, and spreadsheet creation skills required.

  • Strong communication skills 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: $ 18.27 - $ 33.65 Hourly

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.

Location: Sch Engineering & App Sci
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 The Institute of Optics
Schedule: 8 AM-5 PM; OCC WKNDS