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.

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ESSENTIAL FUNCTIONS

Center Administration

• In collaboration with the center director, develops, ensuring alignment with departmental goals and strategic priorities.
• Manages day-to-day execution of center program plans acting as project coordinator for department specific projects or initiatives.
• Facilitates meetings and provides updates on program/project/initiative performance.
• Proposes updates and improvements and supports the team with implementation of projects/plans.
• Coordinates program activities, including events, workshops, and training sessions, ensuring high-quality execution.
• Builds and maintains relationships with internal and external stakeholders, including faculty, staff, students, and community partners.
• Coordinates director meetings with university, industry, and donors to build community and build additional center support.
• Assists in organizing directors’ meetings and travel.

Communications

• Acts as first line representative of the center for communication.
• Under the guidance of the center director, establishes a public newsletter engaging with students and AI. Manages distribution list to ensure accurate and timely delivery.
• Assists with the creation of dynamic, multifaceted content representing all sections of the center.
• Manages multiple social media accounts with continued presence and publications on behalf of the center. 
• Oversees the creation and distribution of program marketing and communication materials, including newsletters, brochures, web content, etc.

Grants Management

• Organizes director and faculty led efforts towards grant and funding opportunities.  Capable of writing and editing proposals with director and faculty support.
• Organizes data collection and processing to report on program/project/initiative performance and identify areas for improvement.
• Prepares comprehensive reports on program performance, including recommendations for future initiatives.
• Assists with program finances, including day-to-day department ledgers, expenditures, financial forms, reconciliation, invoices, expenses, and reimbursements. Works with financial team to manage funding, including contract renewals, scope of work changes, budget timeline extensions, and invoice tracking.
• May provide guidance and assist with training entry level staff and students.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree required
• 2 years of relevant experience required
• or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Strong project management skills, with the ability to manage multiple tasks simultaneously required.
• Proven experience in budget management and financial reporting required.
• Excellent communication and interpersonal skills required.
• Proficiency with data analysis tools and software, as well as Microsoft Office Suite required.
• Familiar with AI and able to utilize AI tools and create agents to increase productivity of center objectives.

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.