Departmental Program Spec I

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):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400135 Otolaryngology Faculty/Admin

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.06 - $32.29

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:

Responsible for administration and coordination of one or more subject matter programs within a department. Maintains policies and procedures of the program and support leaders with the communication of outcomes to stakeholders. Assists with meeting planning to ensure goals of the program are discussed. Collect feedback on the success and/or failure of certain projects and activities for further review. Assists with the creation and communication of marketing and communication materials, which may include working with a central resource. May assist with program budgeting and submitting expenses.

Provides management of the NIDCD grant-funded peer mentorship network related to the Triological Society. The administrator oversees activities at the direction of the Department Chair including budget development, oversight and responsibility for end-to-end processes for the program, and process improvement and quality measures. The incumbent is also responsible for scheduling and facilitating meetings and conferences, interfacing with Triological Society staff, facilitating and monitoring mentee-mentor interactions, managing the website and listserv. Responsible for attendance of all in-person and virtual meetings, management of all facility rentals, and financial aspects of the program. The administrator is responsible for contacting and scheduling the speakers for the Network meetings, disseminating information to potential attendees, contacting participants for all activities, and assisting with travel for mentees and mentors.

Responsibilities:

- Manages budget including tracking and approving expenses and budgeting against grant funding

- Manages processes and activities for national peer mentorship program including implementation of workflows necessary for relationship facilitation

- Works with the Department Chair or designee to develop, support and execute virtual and in-person national events and activities related to the program

- Collaborates with external stakeholders from across the country to ensure seamless operations of the program

- Oversees booking of event facilities and service operations for events, meetings and conferences nationwide

- Manages logistics for all events and provides administrative support

- Schedules travel, books accommodations, and ensures timely payment of invoices or reimbursements

- Prepares agendas and presentations

- Attends in-person and virtual events to ensure successful execution, traveling to conference site when applicable

- Researches, writes, edits, and proofs all levels of copy for all online, offline, external and internal needs

- Prepares printed materials and electronic communications for distribution to mentees/mentors and other stakeholders

- Coordinates meetings between mentees/mentors and arranges travel when necessary

- Provides accurate data and reporting on the progress of mentorship goals for reports to NIH, The Triological Society and other interested entities

- Builds website from the ground up; updates, and maintains website inclusive of all necessary content and visually appealing

- Solicits and reviews content for website including dozens of mentor and mentee bios

- Creates, updates, and maintains listserv for distribution of documents or communication related to events and activities; monitors listserv content

- Facilities relationships in collaboration with Program Leadership and the Triological Society between the mentorship network and the sponsoring Tri