Family Therapy Training Program Administrator

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.

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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:

ESSENTIAL FUNCTIONS

FISCAL MANAGEMENT:

• Assumes responsibility for budget planning and financial monitoring. In line with established procedures, develops and monitors salaries, tuition revenue, grants/contracts/other academic activities, endowments, advancement revenue, and capital budgets (Faculty Practice, Hospital and Medical School). Oversees all IFF accounts, expenditures, and related purchases. Responsible for monthly reconciliation and analysis with University FAO reports, problem resolution of revenue and expense trends, and variances. As the IFF Faculty Salary Administrator, works with individual faculty related to salary or changes in work status/duties; facilitates discussion of proposed changes with other Administrators or Directors to make certain:
  • (1) there are no gaps in funding or coverage of essential duties;
  • (2) process required paperwork to ensure correct and timely changes; and
  • (3) and confirmation of changes. Track tuition for deferred and earned accounts.

• Prepare expense budgets related to existing education programs. Manage student scholarship accounts, including processing student scholarships, serving as a liaison between Training Program and offices, including the Bursar’s Office and Financial Aid Office as needed. Work in conjunction with Department of Psychiatry Administration to process additional compensation.

Family Therapy Program’s Recruitment

• Review application in Slate for Program suitability and review applicant files with Director.  Send weekly updates to the Director during the recruitment period.
• Extend invitations to appropriate applicants for interview days and handle all logistics for their visit/zoom interviews
• Prepare concise grid of the applicants’ brief bios (name, home state, GPA, GREs, and short summary of personal statement
• undefined 

Masters in Marriage and Family Therapy and PDC Student Education:

• Oversee student registration within UR Student system
• Manage working reports and class schedules
• Support faculty in updating/reviewing courses
• Coordinate logistics for MS/MFT Orientation session
• Schedule rooms per faculty teaching schedule in preparation for Fall, Spring, and Summer semesters
• Distribute and collect course evaluations
• Manage Post Degree registration process in UR Student
• Maintain student files and coordinate with GEPA for any ongoing requirement. 
• Prepare program of study, obtain proper approval and submit to GEPA
• Responsible to endure all forms and correspondences related to licensing are filled out accurately and notarized.

OPERATIONS:

• Responsible for all administrative operations that fall under the purview of the Family Therapy Training Program including: recruitment, orientation, and cross-training of administrative staff to perform functions required for operation of the Master’s Program, Post Degree Program, and Continuing Education program. This includes but is not limited to preparation for and participation in program self-studies and site visits, course registration processes, support for faculty for course preparation and implementation, website maintenance, recruitment activities, attending to program faculty and student needs, and all program events. Represents the Institute and its programs both within and outside of the University. Serves as spokesperson in communicating instructions and interpreting administrative matters to students, clients, faculty, staff and the general public. Works collaboratively with executive leadership to ensure understanding of changing organizational requirements and community partners.
• undefined

HR & STAFF MANAGEMENT:

• Provides program management support to faculty, clinical staff, support staff, and trainees to ensure compliance with university policies and procedures. Advises faculty, staff, and trainees on all aspects of HR administration, including hiring, supervision, and HR policies and procedures.
• Identifies and coordinates use of University resources to troubleshoot issues such as IT and finance and works to support staff development and a high functioning team. Supports Institute Director and executive leadership team.

ORGANIZATIONAL MANAGEMENT AND GENERAL ADMINISTRATION:

• Provides interpretation of University as well as departmental policy, regulations, procedures, etc.; and guides administrative staff on replies to routine correspondence.
• Works with executive and department leadership to implement and enhance strategic plan to aid in the furtherance of Institute and departmental goals.
• Determines equipment needs and makes allocations within the Program. In accordance with departmental procedures, authorizes orders for equipment, supplies and services.
•  Maintains liaison with respect to maintenance, custodial, purchasing, inventory control and other central Services.
• Attends appropriate department and University meetings as Assigned.
• undefined

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 3 years of experience in a business operation or administrative role required
• Master's degree in similar fields preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
• Proficient in Microsoft Office applications required
• Strong time-management and organizational skills required
• Excellent written and verbal communication skills required
• Proven team member and ability to build stakeholder consensus in a complex environment preferred.
• Must possess exceptional judgment and ability to learn the needs of different components of the UR Medicine Enterprise preferred.
• Work independently with minimal guidance preferred.
• Demonstrates efficiency in prioritizing assignments and proactively resolving problems preferred.
• Demonstrates accurate, grammatically correct documentation in all correspondence preferred.
• Ability to innovatively translate system-level needs and trends to program level planning and programming preferred.
• Openness to learning and adapting to ever-changing information management system 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.