Academic Administrator I Job at University of Rochester (Rochester)

Job Description

With minimal direction and independent judgment, this position provides academic administrative support for graduate and professional education programs within the Department of Environmental Medicine and Public Health Sciences (EMPHS). Responsibilities include monitoring student progress, maintaining confidential student records, processing student appointments, supporting recruitment and admissions, assisting with advising and student life matters, and coordinating program-related events, while applying University and departmental policies with discretion and professionalism. Possesses strong organizational and interpersonal skills, and the ability to handle confidential information in a professional manner.

Job Responsibility

Supports academic administrative processes for academic programs administered by the department, including graduate student advising and admissions processes such as registration, class scheduling, course catalogs, grades reporting, and application management
Serves as a liaison between students, faculty, and central offices to support academic records, educational program data, recruitment and admissions, and related technology needs
Coordinates student activities and works closely with faculty and education offices to support student success
Manages and safeguards official academic records for graduate students and residents, ensuring accuracy, integrity, and compliance with institutional, state, and federal requirements, and collaborates on enrollment data reporting and records retention
Assists with student activities including orientation, graduation, and related events
Provides administrative support for purchasing and program operations
Acts as a resource for inquiries related to graduate and residency programs and manages departmental records associated with student, resident, and course enrollment
Develops, maintains, and safeguards official, confidential academic records, ensuring accuracy, integrity, and compliance with institutional, state, and federal requirements
Ensures course and program data are entered correctly, anticipates and resolves scheduling or logistical issues, and supports event coordination, including vendor communication
Assists with accreditation and compliance activities by collecting and maintaining education program data
supports admissions processes and applicant tracking systems
maintains databases for applicants, students, residents, and alumni
and prepares routine reports, surveys, and documentation for accrediting bodies, departmental leadership, and institutional offices in accordance with applicable policies and requirements
Assists with managing the application, inquiry, and interview process for graduate programs, certificates, and the residency program, streamlining operations through admissions systems (SOPHAS, Slate, ERAS, etc.)
Prepares reports to support faculty review and ranking, coordinates with Graduate Education and GME offices, and ensures accurate processing of admission materials
Supports PhD interview and residency match processes
Maintains and updates alumni databases, assists with surveys, and contributes record keeping for the department’s alumni network
Maintains expert-level knowledge of admissions and residency systems (SOPHAS, ERAS, MedHub) and serves as liaison with the GME Office for updates, reporting, and troubleshooting
Keeps program leadership informed of technology changes impacting applications and recruitment
Demonstrates proficiency with Box, Microsoft Office 365, and related cloud-based applications to support program operations
Other duties as assigned

Requirements

Bachelor's degree and 1 year of relevant experience required Or equivalent combination of education and experience
Excellent organizational skills and meticulous attention to detail required
Excellent communication and interpersonal skills required
Fluency/skill with Microsoft Office software and Office 365 cloud-based platforms, including Outlook, Access, Word, Excel, and PowerPoint, social media, and Box cloud storage environments required
Proficiency in database management and reporting software required

Nice to have

Program management in higher education preferred
Experience with student information systems preferred

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Academic Administrator I

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