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University of Rochester Assistant Dir, Undergraduate Programs, Hajim School - 232078 in Rochester, New York

Assistant Dir, Undergraduate Programs, Hajim School Job ID 232078

Location Sch Engineering & App Sci Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 053 Hajim Undergrad Programs


8:30 AM-5 PM



The Hajim School of Engineering & Applied Sciences consists of six academic departments that serve over 1,600 undergraduate students. Located in Undergraduate Studies, a unit inside the Dean’s Office, the Assistant Director, Undergraduate Studies, for Operations, Finances, and Programs works closely with the Assistant Dean, Undergraduate Studies, to manage the unit and its strategic priorities. Primarily this includes project management, office operations, high-visibility event planning, and financial management; as well, the Assistant Director serves as an academic advisor to a caseload of students. The Assistant Director works with a high degree of autonomy, at times representing deans, the department, and/or the Hajim School to a variety of internal and external audiences. The Assistant Director is supervised by the Assistant Dean, Undergraduate Studies.


25% - Strategic Program and Project Oversight

Develops, executes, measures, and assesses projects and activities that align with department and school strategic goals. Supports the Assistant Dean in the management of the Hajim School advising staff and progress towards strategic initiatives, and in navigating change management.

  • Working with deans and other institutional leaders, assists in needs assessment, strategic goal setting, and implementation plan development. Works collaboratively with others in the department where goals align with staff responsibilities. Oversees budgets related to strategic goals. Obtains resources needed to achieve goals.

  • Identifies existing, or develops new methods of, data collection and tracking systems; works collaboratively with academic departments and University offices (e.g. Information Technology, Institutional Research, Workday) to access, extract, interpret, and disseminate data.

  • Establishes qualitative and quantitative assessment plans of strategic goals. Refines goals and implementation plans.

  • Communicates results and conclusions to departmental, school, and University stakeholders through oral and/or written reports or analyses.

  • Prepares and supports staff through systemic transitions related to new or changing business processes, new barriers, or adoption of new technologies (e.g. UR Student). Recommends ways to improve efficiencies and decrease barriers around business processes.

  • Represents the Hajim School on committees that align with department and school priorities.

    20% - Department Management

    Support the Assistant Dean in the management of the Hajim School Undergraduate Programs department and its staff.

  • In the absence of the Assistant Dean, serves as department supervisor. Provides backup support for the Human Resource activities for the Undergraduate Programs staff; including time approvals, Personnel Action Forms, and other like activities.

  • Prepares job descriptions, posts jobs through Human Resources, and assembles search committees.

  • Organizes administrative activities around student employees, including writing and posting jobs, recruiting, training, ongoing supervision, timekeeping, and evaluating performance.

  • Oversees marketing and communication efforts, including the Hajim School’s virtual and printed materials. Provides meaningful content on social media that enriches our interactions with students and other constituents. Disseminates results of our projects and highlights student successes and achievements in publications and websites. Liaises with College and University offices that support these efforts, such as Communications.

  • Provides backup support to physical spaces within the Hajim School Dean’s Office, such as reception area and conference room.

    15% - Financial Oversight

    Serves as primary and backup on a number of items related to departmental finances.

  • Provides primary support for transactions completed through university mechanisms (e.g. UR Financials, 312 Requisitions, journal entries). Provides primary or backup support for seasonal transactions, such as commencement prizes. Provides backup support for departmental purchasing card.

  • Reviews applications and disperses funding to students and student organizations in support of travel to conferences, professional development, and other activities in alignment with department and school priorities.

  • Reconciles transactions and prepares monthly spending reports. Prepares year-end forecasting, annual reports, and other documentation and/or reports to assist in department management.

  • Explores solutions to reduce costs and/or increase revenue in ways that are aligned with department and school priorities.

  • Keeps abreast of changes to university policy or procedure, or use of new technologies; participate on committees that regard relevant knowledge transfer.

    20% - Program and Event Oversight

    Provides direction and guidance for a variety of high-profile events that reach the campus community and groups external to the University.

  • Provides direction, planning, training, support, budget oversight, advisement, and assessment for high-profile events such as new student orientation, transfer student week, Design Day, events for prospective and enrolling students, and various events during Commencement Week. Cultivates relationships with on- and off-campus vendors.

  • Represents the Dean’s Office for participation in University events, collaborating with University offices including but not limited to Admissions, Student Activities, and Event and Classroom Management. Participates in committees that support these efforts.

  • Corresponds with a variety of audiences, including prospective students, students, parents, alumni, faculty, and staff. Utilizes department and University marketing channels effectively to reach audiences. Seeks ways to increase access to events and grow audiences where desirable.

    20% - Student Advising

    Manages a caseload of students for the purpose of providing advisement on academic policy. Participates in department-wide advising activities. Liaises with student organizations around funding opportunities and school policies.

  • Provides factual advisement on academic policies for a diverse caseload of students. Directly assists students seeking advice about program planning, academic resources and opportunities, and policies.

  • Participates in end-of-semester grade review that results in students’ placement and removal from academic probation, and/or separation from the University.

  • Participates in departmental outreach efforts, such as those around midterms.

  • Audits students’ records against College and program degree requirements in preparation for graduation. Communicates with students outstanding degree requirements.

  • Provide advising for engineering-focused student organizations regarding organizational management, policy interpretation, program planning, and making appropriate referrals.


Bachelor’s degree required

Master’s degree in engineering, business, or related field preferred

At least 3-5 years of administrative experience or program management in higher education, or closely-related experience and clear evidence of a thoughtful decision to move into higher education, or equivalent combination of education and experience required.

Demonstrated experience with, and commitment to, diversity, equity, and inclusion efforts required.

  • The individual must have the ability to work independently, create action plans, interpret policies, manage and interpret data, plan events, and solve problems that enable individual departments and the School to improve internal operations and practices.

  • The individual must be able to establish and maintain effective working relationships at all levels, demonstrate cultural sensitivity and cross-cultural communication skills, communicate clearly through oral and written means, and demonstrate flexibility in decision-making and prioritizing projects.

  • Preferred skills/background include background with institutional research, university financial systems or like systems/offices; strong writing and analytic skill.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled