Department Program Specialist II

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, Room G8011, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400175 Health Humanities & Bioethics

Work Shift:

UR - Day (United States of America)

Range:

UR URG 108 H

Compensation Range:

$24.91 - $34.87

Responsibilities:

GENERAL PURPOSE
With minimal direction, and having authority to exercise independent judgement, decision making and initiative, manage the operations, accreditation process, compliance, recruitment, and education activities for the Health Humanities graduate programs (Masters and Certificates) and all SMD undergrad Pathway programs in the Department of Health Humanities & Bioethics within the School of Medicine and Dentistry. Develop and maintain solid working relationships with the offices of SMD OME and Graduate Education and Postdoctoral Affairs (GEPA), Bursar, Graduate Medical Education, and International Student Services. Advise students with all aspects of degree requirements and student life to ensure they complete their degree programs.

Oversee Graduate education program for the department, working closely with the Department Coordinator for SMD HHB Education. Maintain confidentiality in all interactions. Build relationships with the students, and manage relationships between students and faculty. Facilitate student recruitment and marketing initiatives, as well as participate in the ongoing process to improve and enhance the department’s graduate program, and the SMD Pathways management . Coordinate and facilitate classroom, Blackboard, and student events in partnership with the Department Coordinator.

ESSENTIAL FUNCTIONS

Marketing, Website, Social Media

• Develop and update department’s website, seeking support from URMC and SMD web services and designers as needed.

• Develop and maintain current department’s social media and web presence.
• Post regularly on social media.
• Make certain that permission slips are on file for all students, faculty, and staff whose pictures, quotes, or voices are on the department’s websites or social media.
• Capture photos at events.
• Create and develop monthly newsletters.
• Publicize events on UR Scientific Events Calendar. 
• Develop and post flyers for Grand Rounds, special events, and other department hosted activities.

Student Records and Registration

• Develop, manage, track, and monitor all official, confidential academic records of current SMD graduate students ensuring the accuracy, integrity, and security of all records.
• Manage the retention and disposal practices to ensure compliance with institutional policy, as well as state and federal laws.
• Coordinate and monitor registration each semester for graduate and certificate programs.
• Follow up with non-registered students to be sure they maintain continuous registration within the program.
• Oversee and manage students’ compliance pertaining to HIPAA and mandatory health requirements.
• Generate and approve forms for all graduate student scholarships.
• Work directly with the Bursar’s Office to resolve students’ tuition issues.
• Work collaboratively with the Registrar and GEPA on academic issues.

Student Support

• Serve as the point of contact for students for all graduate educational programs in the department.
• Provide support to graduate students with issues related to their graduate program, including referral to University resources.
• Provide guidance and interpretation of academic policies, procedures, and regulations related to matriculation, degree requirements, award and conferral of degrees for all graduate degree programs in the Department.
• Ensure that students have access to accurate information.
• Build relationships and interact with GEPA, the office of the University Dean for Graduate Studies, and the Office of the Senior Associate Dean for Clinical Research, as well as the Intercessor's Office and administrators at other schools (School of Nursing, Simon School) as needed.
• Assist students with disabilities regarding resources and contacts for necessary accommodations.
• Represent students in interactions with a multitude of offices across the organizational hierarchy including, but not limited to, GEPA, Bursar's Office, Office of Medical Education, University Health Services, Passport Health, Payroll, Benefits, Finance, CTSI, Financial Aid, Student Affairs, International Services Office, and Student Housing.
• Work directly with principal investigators throughout the organization to secure stipend support for graduate students.
• Provide advanced degree candidates with specific information and guidance in preparing their master's or doctoral thesis.
• Recognize, analyze, and suggest solutions to problems related to individual student programs and requirements for degree completion, and preparation of required correspondence.

Course Schedule/Course Maintenance

• Develop, manage and deliver all the semester-based course information and classroom schedules to the Center for Experiential Learning (CEL).
• Process transfer credit and course waiver requests in accordance with policy.
• Verify that advisory/examination committees meet University and School   requirements.
• Oversee the course evaluation process each semester and compile evaluation data for dissemination to faculty and GEPA.

Conferences and special events planning

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree Required.
• 2 years relevant prior administrative or managerial experience in higher education or equivalent combination of education and experience Required.
• Experience working with a student information system preferred.
• Experience preparing and processing payroll forms, running payroll reports to track account distribution, and payroll approval preferred.
• Experience working with students and faculty preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Working knowledge of Word, Excel, and PowerPoint Required.
• Organizational, management, interpersonal and communication skills are essential as building relationships with students, faculty and staff at all levels within the University and outside agencies is critical to this position Required.
• Familiarity with University policies related to graduate studies preferred.
• Demonstrated willingness to learn new systems and improve workflow efficiencies preferred.
• Familiar with marketing, social media, and website management preferred.

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.