Staff Admin I, Department

Rochester, NY


The Staff Admin I provides professional and administrative support to the Memorial Art Gallery. Manages all forms of processing payroll, recruitment, and hiring at the MAG. Primary MAG contact with University Human Resource Service Center and Payroll Departments. Provides confidential, professional, and personalized administrative support related to HRMS, payroll, hiring issues, and other administrative duties. With considerable latitude for independent judgment, the HR Coordinator interprets and applies University of Rochester policies to MAG and procedures.



  • Manages all aspects of the hiring process.

  • Posts position vacancies and new positions on the UofR’s website and other identified recruiting resources.

  • Participates in developing, updating, and editing functional job descriptions based on UofR policies for re-grading or department reorganization.

  • Shares in coordinating interviews, evaluating candidate’s qualifications, and completes reference checks.

  • Originates RTO (Request to Offer) forms to obtain HR’s approval to extend offers to selected candidates.

  • Coordinates with UofR HR Liaison with the correct selections online and set start dates after approval to offer has been obtained.

  • Acts as main Human Resources contact for all MAG employees after start date.

  • Integrates best practices to enhance the efficiency and effectiveness of HR processes to all employees at MAG.

  • Manages supportive on-boarding / departing activities including but not limited to: New Employee Orientation, tour of Cutler Union building for new employees, and exit interviews.

  • Connects department Supervisors with MAG IT for onboarding and computer set-up.

  • Manages the required legal notices of Federal and NYS Labor Law posters.

Payroll/HRMS System

  • Oversees HR system deadlines.

  • Monitors payroll approvals to ensure payroll deadlines are met.

  • Serves as backup timekeeper for MAG Departmental Supervisors on biweekly, semi-monthly, and monthly payroll for all MAG employees.

  • Facilitates MAG Supervisors training on HRMS payroll approval process, accurate timekeeping, and use of appropriate time codes.

  • Originates and processes HRMS forms such as, but not limited to Personnel Action (PAF 610), Extra compensation, Payroll Reallocation 800, Staff Requisition 600, Faculty appointment/change 500/510.

  • Ensures information is processed accurately and timely by confirming changes are completed in HRMS.

  • Works with URHR departments to resolve pending items.

  • Maintains monthly salary, time and OT reporting.

  • Completes Cost Sharing Forms for MAG’s Principle Investigator. Tracks staff time for awards/grants. Provides reports to MAG’s Principle Investigator on salary costs to awards/grants.

  • Runs HRMS reports including but not limited to: HR queries, Labor Distributions, Payroll, Time & Labor, Time card, Vacation Analysis.

  • Reviews reports to ensure payroll is accurate and resolves inaccurate activity.

  • Ensures staff time reported is accurately coded in accordance with federal and NYS law and University timekeeping policies.

  • Demonstrates a high level of skill in resolving difficult and unique Payroll-related problems for all MAG employees.


  • CLASP (Continuous Learning for Administrators of Sponsored Programs) certified through the UofR and attends monthly meetings to retain certification.

  • Completes Cost Sharing Forms and Plan Confirmation System Review (PCSR) with MAG’s Principle Investigator.

  • Provides information and reports to MAG’s Principle Investigator on salary costs to awards/grants.

  • Updates FAO distribution according to grant budgeting for GR5 accounts.

HR Administration

  • Works closely with MAG’s COO/Deputy Director on departmental and personnel issues, changes, and future planning.

  • Maintains employee personnel files digitally and paper formats.

  • Initiates employee MAG ACCESS forms for updates to permissions to computer files, network systems, administrative accounts, and secured areas for staff, volunteers, and interns.

  • Ensures timely and accurate flow of information among departments.

  • Maintains and update procedures for payroll, hiring and other office processes such as but not limited to MAG Employee Handbook, liaison for UR Telephone Directory Coordinator (TDC) to update UR’s global employee directory, and MAG’s Organizational Chart.

  • Representative for MAG at UR’s Extended HR Group.

  • Gathers salary data needed for institutional surveys such as but not limited to AAMD (Association of Art Museum Directors).

  • Creates staff schedule every year for the Memorial Art Gallery’s Clothesline Festival.

ACP/CW Administration

  • Works closely with MAG’s Director of Academic & Community Programs as liaison with UofR on the intricacies of hiring and onboarding faculty members for both Creative Workshop and Academic Programs departments.

  • Communicates I-9 paperwork requirements with new faculty members.

  • Acts as the main HR contact for all MAG faculty.

  • Participates in developing and maintaining MAG faculty pay range scale and rubric.

  • Connects new faculty hires with UofR HR professionals for background checks and programs for minors checks.

  • Maintains databases of contact information in the Hyper Reach system for emergency contact purposes for each class in each session.

  • Tracks student attendance and class numbers for Creative Workshop budgeting and historical comparison.

Other duties as assigned



  • Bachelor’s degree

  • Three years secretarial and/or office experience or equivalent combination of education and experience

  • Knowledge of NYS and Federal wage and hour rules.

  • Must be able to work independently and with minimal supervision.

  • Microsoft Word, Excel and spreadsheet development experience.

  • Strong organizational skills with attention to detail.

  • Positive customer service attitude.

  • Ability to prioritize and multi-task work in a fast-paced environment.

  • Other desirable qualifications: Experience in using University of Rochester HRMS and other university systems.

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: $24.40 - $34.16 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.

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Location: Memorial Art Gallery
Full/Part Time: Part-Time