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Job Information

University of Rochester Departmental Prgm Spec II in Rochester, New York

GENERAL PURPOSE:

As a member of the Department of Pediatrics, the Department Program Specialist II is responsible for administration and coordination of a portfolio of programs and initiatives that span the Department of Pediatrics. This position plays a role in overall functional strategic planning and implementation in the pediatric domain and applies specialized knowledge in the development of programs from initial project conception to completion and transition to sustainable operations. This person will maintain and implement policies of the program and support communication of outcomes to stakeholders, plan meetings to ensure goals of the program are discussed and reached and collect and report on feedback on the success and/or failure of certain projects and activities.

Additionally, prioritizes and manages the office, time and calendar for Dr. Jill Halterman, MD, MPH –Chair of Department of Pediatrics and Chief of General Pediatrics, and Dr. LJ Shipley, MD – Associate Medical Director for Accountable Health Partners and Vice Chair for Behavioral and Population Health for the Department of Pediatrics. Represents the Division of General Pediatrics by acting as resource for inquiries, both internally and externally. Plans and arranges meetings, special events, recruitment candidate interviews, including arrangements for facilities, equipment, travel and accommodations for Dr. Halterman and candidates. Serves as a Divisional resource for general operational support as needed by faculty, fellows, staff, and students.

RESPONSIBILITIES:

  1. Human Resources Management.

  2. Work with Pediatrics Faculty Administrator and Recruitment on faculty appointments. Coordinates activities related to faculty new hires, reappointment, and promotion, including gathering required documentation and preparing package for departmental and dean review.

  3. Proves support for Academic General Pediatric Fellowship Program. Assists with implementation of advertising strategies, oversees job posting, application and hiring process, leads onboarding process. Ensures sponsor guidelines related to personnel appointment and reporting requirements are met. Maintains fellowship personnel and administrative information in the Electronic Handbook online platform.

  4. Assists with job posting process, faculty and staff FTE management, and, completes required forms and secures appropriate approvals.

  5. Provides administrative support for credentialing. Maintains credentialing data and manages divisional record of professional licensure, certificates, and staff mandatories. Identify the risk of non-compliance.

  6. Communicates information on new faculty, staff and students to division.

  7. Continuously promote employee engagement such as, but not limited to, work related team building activities and employee recognition throughout the division.

  8. Supports on-boarding and off-boarding activities, including securing and terminating access to university and division systems, checklist activities and exit interviews, access to university and department systems

  9. Cross-covers division’s Timekeeper during absences.

  10. Program Management

  11. Apply expertise to lead planning and implementation of complex programs from start to finish, and regularly interface with senior management and executive leadership to communicate the progress of these programs

  12. Identifies the scale and scope of projects required to achieve the program requirements

  13. Develop and maintain a reporting portfolio to monitor the overall performance of projects and programs, interprets key metrics and acts to pivot approach to ensure success

  14. Participates in the development of business plans to yield sustainable implementation of programs

  15. Establish and maintain an environment conducive to effective communication and problem resolution, modeling and setting expectations for ICARE values and behaviors

  16. Tracks and manages fellowship budgets for research, travel and licensing

  17. Provides departmental administrative support.

  18. Manages and organize Dr. Halterman’s complex calendar related to her Chair and Chief of General Pediatrics roles, juggling competing priorities, anticipates and problem solves any issues

  19. Coordinates with Office of Advancement, arranges donor meetings and reviews communications presented and sent on behalf of Chair

1.

1.

  1. Coordinates Public Relations and Marketing press meetings and presentations

  2. Integrates high priority and urgent personnel, budget and informational support sharing meetings

  3. Makes recommendations and prepares correspondence on behalf of Chair

  4. Manages and organizes Dr. Laura Jean (LJ) Shipley’s complex calendar related to her role as Vice Chair of Population Health for Pediatrics

  5. Act as a central point of communication for the fellowship MATCH program.

  6. Reviews and ensures all web-based information is up-to-date.

  7. Serves in multiple divisional committees to enhance and promote employee engagement.

  8. Supports Coordination and manages facilities, information systems, assets and inventory

  9. Manages all Gen Peds facilities, including personnel moves and requesting repairs. Ensures space has appropriate telecommunication and IT access.

  10. Works with ITS to manage billing for copy cards and telecommunications. Issues new cards and initiates account changes as needed.

  11. Plans for capital equipment renewal/replacement or lease, ensuring equipment meets safety requirements and provides the most appropriate level of functionality for end-users. Performs an internal audit annually of all capital and computer equipment, based on contents in university or department asset databases. Serves as primary contact for internal and external audits for equipment questions.

  12. Coordinates with Space Planning for inter-divisional spacing moves, liaisons between facilities and administration for building and directory updates

  13. Provides access to division-assigned space, including swipe access and key distribution. Keeps the University’s space system updated with occupant information.

  14. Maintains inventory of office supplies, establishing reorder levels and initiating procurement requests. Identifies appropriate funding sources for shared and program-specific items.

Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s Degree required.

  • 2 years of relevant experience required.

  • 4 years of relevant experience preferred.

  • Advanced administrative and software skills, including Microsoft Office required.

  • Ability to communicate effectively in written and verbal correspondence required.

  • Ability to take initiative, exercise independent judgment, and maintain confidentiality 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: $50,752 - $71,053 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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