Supervisor, Business Admin

Rochester, NY

GENERAL PURPOSE:

Under the supervision of the Department Chair, is responsible for the financial planning, management, and office operations of a major department consisting of approximately 24 full-time, tenure-track faculty; one full-time, teaching-track faculty; three adjunct faculty; three staff members; and approximately 35 PhD students. Will oversee accounts and expenses for over 45 separate departmental budgets and will supervise two other staff. Must demonstrate an aptitude for planning and managing finances, and must have strong supervisory, organizational, and interpersonal skills. Will be expected to exercise independent professional judgement and initiative to envision the requirements of the department and its staff clearly and develop policies and procedures to further those goals by representing the department to people within and outside of the university. Requires ability to communicate University policies and procedures as appropriate, the willingness to monitor and ensure compliance with policies, and a commitment to staff development and training.

RESPONSIBILITIES:

Financial Management and Budgeting

  • Analyzes current and future financial needs, historic income, and expenditures; helps with planning of all budgets, including operating, carryover, capital equipment, graduate, staff, and adjunct

  • Oversees accounts and all transactions expenses for over 45 separate PSC Dept FAOs, totaling over $8 million dollars

  • Ensures that utilization and budgeting of all accounts is in compliance with University policy

  • Reviews gifts and endowment statements to monitor balances of accounts and reports to the Chair

  • Creates and maintains individual shadow systems for FAOs that require multiple tracking mechanisms and balance confirmations for individual faculty research accounts, workshop, conference, program, and project accounts

  • Responsible for all ledgers reviews and reconciliation, and journal entries

  • Serves as spokesperson and advocate for department budgetary needs with College financial officers

Purchasing and Procurement Processing

  • Approves and initiates requests for support services, such as Space and Operations, ECM, IT, etc.

  • Plans for facility rehabilitation and renovation, including budgeting, space, and implementation

  • Coordinates procurement and maintenance of equipment

  • Assists faculty and staff to ensure timely computer repair and replacements

  • Responsible for approval for all accounts payables for department and distribution of AP to staff for processing

  • Review of F3 and approval of reimbursements

  • Serves as spokesperson and advocate for department to Finance and Dean’s Office during ongoing system updates and changes

  • Formulates policies and guidelines for staff and faculty, including procedures for reimbursement of faculty research and travel expenses based on ever-changing rules and procedures from University Finance and Deans Office

Supervision of Department Staff:

  • Supervises all office staff operations for PSC department staff of 2 (not including the administrator)

  • Remains familiar with all relevant College and University policies and updates; communicates to staff and ensures compliance

  • Supports human resources activities, including hiring, training, salary recommendations, and discipline of staff

  • Maintains payroll records, including approval of faculty, staff, graduate and undergraduate student payroll

  • Establishes staff protocols for departmental procedures, including responses to inquiries and requests from within and outside the University about department policies

  • Identifies and consults with staff about opportunities for professional development

  • Provides interactive annual reviews

  • Encourages staff to seek continuing professional development programs

Administration of Faculty Affairs:

  • Remains familiar with all relevant College and University policies, deadlines, and updates; liaises with faculty to ensure compliance with University rules

  • Manages faculty recruitment process, including FORT 2 system

  • Brings new faculty on board assisting, in the transition and providing orientation information about department, College, and University resources

  • Maintains and processes tenure-track faculty appointment and secondary appointment records

  • Manages and prepares third-year review, promotion to associate professor, and promotion to full professor cases

  • Assists in the review and re-appointment of teaching-track faculty

  • Prepares appointment and re-appointment contract letters and supporting documentation for hiring of adjunct faculty

  • Prepares Leave of Absence and Return from Leave paperwork

  • Processes extra compensation for administrative faculty positions and other faculty members

General Department Management:

  • Serves as spokesperson and advocate for department to Human Resources, Registrar, Finance, Dean’s Office, and other University departments, especially during ongoing system updates and changes

  • Responsible for the day-to-day operations of the department and affiliated programs; overall management/organization of the office, staff, and activities

  • Reviews and approves all payroll actions

  • Manages hiring process for all student workers, graduate and undergraduate (JobLink), for specific faculty research requests

  • Manages short term disability, LTD, FMLA with HR

  • Responsible for building & fostering relationships with staff and faculty within the University

  • Coordinates and oversees distribution of tasks

  • Provides support to Undergraduate Coordinator and Graduate Coordinator

Other duties as assigned.

QUALIFICATIONS:

  • BA required.

  • At least 5 years of experience 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: $54,808 - $76,752 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: The College
Full/Part Time: Full-Time
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