Undergraduate Program Administrator

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better.

Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability.

Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

**Job Location (Full Address):**

120 Trustee Rd, Rochester, New York, United States of America, 14627

**Opening:**

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

210520 Chemistry

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

_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._

**Responsibilities:**

GENERAL PURPOSE
The Academic Administrator I provides administrative support for all activities related to the undergraduate experience within the Department of Chemistry and works closely with the faculty committee chair for undergraduate studies.

**ESSENTIAL FUNCTIONS**

Student Support

+ Answers all inquiries regarding the departmental major/minors/clusters, including meeting with students that are ready to declare their major/minor.
+ Advises undergraduate students about department course offerings and planning their program of study.
+ Reviews all online major/minor declarations and requests for equivalent transfer credit for chemistry courses from other colleges.
+ Facilitates communications regarding grades, drop/add forms, and other registrar-related matters to students.

Maintains student advising files and senior thesis records.
+ Notifies the faculty committee chair for undergraduate studies of any potential problems, exceptions, or petitions.
+ Submits paperwork to CCAS as required.
+ Monitors declared student’s progress towards degree.
+ Notifies rising seniors of their standing in their Chemistry degree prior to Fall registration.
+ Works with CCAS to report senior audits each October, ensuring that students are on track for graduation.
+ Assists with the completion of the American Chemical Society and other annual reports that require data on undergraduate metrics.
+ Communicates and responds to numerous important deadlines.

Course Administration

+ Handles all course-related matters for the department, including course scheduling, and reserving rooms for review sessions and other academic-related activities.
+ Processes paperwork to make changes to existing course definitions, or the creation of new courses.
+ Serves as the liaison between the faculty and Registrar’s Office.
+ Assists faculty with the ordering of textbooks, or printing of lab manuals.
+ Assists faculty with course materials, announcements, course websites, and the Blackboard learning management system.
+ Maintains a collection of departmental syllabi each semester.

Managing Teaching Assistants

+ Works with faculty, the department administrator, and the graduate coordinator to finalize teaching assistant (TA) assignments.
+ Prepares hiring forms for stipend payments for undergraduate TAs.
+ Assists with the recruitment, hiring, and payment for exam graders and proctors as needed.

Assigns TAs to course sections.

Managing Summer Student Programs

+ Administers the undergraduate summer research programs hosted by the department.
+ Coordinates the application and selection process for these programs.
+ Prepares student orientation and arranges for summer on-campus housing as needed.
+ Processes stipend and other salary payments for summer undergraduate students.
+ Schedules and coordinates special program events and classes.
+ Collects information on undergraduate research participation during the summer.
+ Prepares reports as necessary.

Recruitment

+ Participates and helps to coordinate UR recruitment activities directed toward undergraduates such as advising fairs, and job fairs.
+ Coordinates and updates material for prospective majors/minors such as informational flyers.
+ Works with the faculty committee chair for undergraduate studies on furthering recruitment efforts, including following up on students who listed Chemistry as a prospective major and holding interest meetings for prospective majors.
+ Responds to calls/emails from prospective students/families.
+ Updates bulletin boards and other public spaces with relevant information pertaining to the department’s undergraduate program.
+ Ensures the undergraduate information on the departmental website is accurate.

Organizing Student Events

+ Coordinates and manages departmental events for undergraduate students including the annual fall award ceremony, senior poster session, senior luncheon, and Commencement.
+ Schedules and facilitates meetings with students and faculty to discuss planning and arrangements as needed.
+ Advertises events to the appropriate populations.
+ Orders materials necessary for events and ensures all certificates/award checks are prepared.
+ Works with relevant University offices on Commencement-related activities.
+ Communicates relevant information to faculty such as deadlines and regalia ordering.

Other duties as assigned.

**MINIMUM EDUCATION & EXPERIENCE**

+ Bachelor’s degree Required
+ 1-year of relevant experience or equivalent combination of education and experience Required

**KNOWLEDGE, SKILLS AND ABILITIES**

+ Excellent interpersonal skills required with the ability to interact effectively with students, faculty, staff and parents
+ Well-organized and able to balance multiple tasks and responsibilities
+ Good attention to detail; able to work independently and initiate projects
+ Excellent computer skills including Microsoft Office suite and Adobe Acrobat.
+ Experience with University systems, including UR Workday, and Blackboard desired.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics).

This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

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**Learn.

Discover.

Heal.

Create.**

Located in western New York, Rochester is our namesake and our home.

One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning.

We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora.

It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.

Required Skill Profession

Other General