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GENERAL PURPOSE:

To provide administrative and managerial support for the Earth and Environmental Sciences Department¿s research and educational programs in the dual areas of strategic planning and daily business operations. This includes planning, directing, and coordinating all phases of the fiscal, administrative, and personnel functions. These responsibilities will include: (a) liaison with and extensive contact with the University and Departments of ORACS, Human Resources, Advancement, Finance, and School of Arts and Sciences (SAS) administrative offices, (b) provide administrative oversight for the operation of the Department¿s research and educational programs, (c) representing the Department Chair and Department Faculty to outside organizations involved in research and/or education, and at University of Rochester meetings communicating new policies and procedures instituted for themselves or research, and (d) acting as a principle resource in working with other departments of the University and The School of Arts and Sciences.

RESPONSIBILITIES:

Personnel Management

• Manage payroll and related time reporting for faculty, students, and staff. Interpret and implement University HR policies (e.g., FLSA). Serve as liaison to River Campus Human Resources, the UR/HR Service Center, and Payroll. Establish internal policies and procedures. Ensure compliance with University policies and procedures. Advise faculty and staff on all aspects of personnel administration, including: supervision, performance evaluation, compensation, progressive discipline, termination, sick leave and vacation, disability, and employee benefits, etc. Prepare salary recommendations and monitor staff compensation levels to ensure equity. Evaluate changes in staff job responsibilities and develop requests for new positions and job reclassifications. Assist in visa and permanent residency application processes as necessary.

• Provide support for the Chair for appointment, reappointment, tenure and promotion cases. Supports search committees for new hire faculty candidates; assists Chair in offer process, space utilization and planning, processing new faculty hire paperwork.

• Responsible for the timely and accurate preparation of forms/requests for recruitment, appointment, termination, leave of absence, disability, account reallocation, extra compensation for faculty, postdoctoral fellows, graduate students and staff.

Department General Administration

• Assist the Department Chair by informing and advising on the administrative and fiscal activities, especially in terms of strategic planning and problem resolution. Represent the Department, as appropriate, in interactions with the University, School of Arts and Sciences, and the community.

• Manage space utilization by faculty. Work with departmental staff to complete space and equipment audits.

• Oversee Department activities to ensure efficient and effective operations; seek opportunities to improve operations. Ensure completion of various reports and surveys, including annual equipment

• and space inventory used for facilities and administrative (F&A) cost rate development.

• Maintain responsibility for purchases, approvals of major equipment, services, space and materials. Serve in a facilitative role in the development phase of any new or revised activity. Participate in the evaluation of the performance of the Department.

• In conjunction with the appropriate University departments, oversee annual compliance reporting, including Planned Confirmation System Review, Summer and Cost Sharing Certifications, URSpace and Equipment Inventories, Foreign Activities Report.

Departmental Fiscal Administration

• Approve expenses on all accounts (UR, instructional, endowment, gifts, research) including T&C, P-Card, P2P, Salary, Reimbursements, and others. Serve as the department¿s primary liaison to the Arts and Sciences Budget Office, Accounts Payable, Purchasing Department, Bursar¿s Office, ORPA, and ORACS. Interact with affiliated departments and institutes (Physics and Astronomy, GIDS) for secondary and joint appointments and for collaborative grants.

• Ensures fiscal control by monitoring all account and purchasing functions including oversight of departmental accounting staff and purchasing coordinator, utilizing and training other staff in the use of the Department¿s computerized encumbrance system and UR Financials. Delegation and supervision of staff in reconciliation with University reports, problem resolution, and analysis of revenue and expense trends and variances. Evaluate and analyze budget information for appropriateness, exemptions, trends, and accuracy. Take responsibility for budget planning and financial modeling with the School of Arts and Sciences Dean¿s Office. Facilitate and administer endowments and gifts received by EES which includes interaction with the UR Advancement Office.

• Responsible for the timely closing of accounts at fiscal year-end. Review account reconciliations performed by accounting staff. Confirm completeness and accuracy of financial data; uses judgment as to whether account balances are reasonable (e.g., ensuring acceptable carry over amounts); examines accounting documents to ascertain that transactions are properly supported in accordance with University policy and procedures; initiates corrective action or recommends solutions as appropriate.

Supervision

Direct supervision of departmental staff. Uses independent judgement to identify and evaluate all new, non-technical staff for the Department. Screens and interviews applicants for staff positions. Selects and supervises office staff, provides for training and development and evaluates their performance. Counsels staff and interfaces with HR in matters of discipline, promotion, salary and other matters. Provides administrative support and oversight for departmental research and educational activities; examples of oversight duties include, but are not limited to, research proposal submission, grant accounting, project closeout, course scheduling, and graduate student enrollment.

Research Logistics

Assists faculty with complex travel and equipment shipping needs including coordination of field expeditions; assists with obtaining the necessary approvals for permits. Obtain and retain any documents relating to permissions.

Communications

Develops materials with information about the department for dissemination (brochures, newsletter, etc.); update the departmental website with new information; upkeep displays in the building. Other duties as assigned.

QUALIFICATIONS

• Bachelor's degree in Accounting required.

• Bachelor's degree in Accounting, and 3 years experience as a staff accountant; or an equivalent combination of education and experience.

• Excellent analytical, organizational, communication skills and attention to detail required. Position requires applicant to have strong Microsoft Office skills. The applicant needs to have the ability to work in a fast-paced environment within tight deadlines.

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: $63,815 - $95,723 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: The College
Full/Part Time: Full-Time
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