Full Time 40 hours Grade 052 Institute for Data Science Schedule 8AM-5:30PM; OCC WKENDS Responsibilities Position Summary: Serves as the Administrator for the Goergen Institute for Data Science (IDS) and the Rochester Center of Excellence in Data Science (CoE) at the University of Rochester. Key position responsibilities are education, outreach, marketing, communications and finance. The University-wide multidisciplinary institute, and the associated center of excellence, is a signature project of the University's 2013-2018 Strategic Plan. Supports the CoE and IDS Directors in overseeing fiscal management of the IDS and CoE programs (preparing budgets, monitoring expenses, completing financial reporting) and a broad set of program administration responsibilities, working with internal and external partners. The Administrator will handle outreach (interfacing with career services, internships), communication, marketing and logistics around speaker talks. As such the Administrator serves an external facing capacity for the institute, having multiple touch points with industry, alumni, collaborators, faculty, and as needed with students. Additionally, this role provides administrative support for general IDS and CoE activities, and works closely with the IDS Program Coordinator for undergraduate and graduate students. As needed, the Administrator might assist with budget and tracking of the new Rochester Data Science Consortium at the University of Rochester. Specific Responsibilities: Administration: Institute and Center Administration Plan and direct the administrative and programmatic support for IDS and CoE activities in order to effectively manage available resources (personnel, space, supplies, computers/network and office equipment), and for IDS and CoE committees, including the Steering Committee and External Advisory Committee. Maintain good working relationship with CoEs' designated ESD/NYST AR, and other NYS and Federal contacts, as well as internal and external faculty/departments associated with CoE and IDS partners. Participate in sponsor hosted meetings, webinars as required. Produce semiannual Progress & Reimbursement Request reports for active NYS contract as required and annual progress reports for expired contracts through specified end date. Manage annual economic impact reporting to ESD. Respond to annual requests for AS&E annual report, surveys from the Dean's Office and information for reports prepared by University Office of Government and Community Relations. Oversee administrative and programmatic support for the Industrial Affiliates program, in coordination with University Advancement. Manage request for proposals (RFP) process for pilot/seed funding programs for the institute and center for excellence. Track project submissions, perform due diligence on project and budget documents in advance of committee review, organize review committee meetings and ranking results and issue award/no award letters to faculty and department administrators. Manage the Distinguished Speaker talks and presentations at the institute and center for excellence. Take leadership and ownership for all aspects of planning, agenda preparation, scheduling and travel arrangements for successful engagements. Outreach, Communication, and Marketing Support the CoE and IDS Directors with outreach and engagement with external partners, including industry and other affiliates. Direct specific projects as requested by the IDS and CoE Directors. Working with IDS and CoE Directors, other Departments and Centers, and the Conference and Events Office, to plan, coordinate and publicize various lectures, conferences, workshops, etc. Provide strategic guidance on the establishment of event timetables. Coordinate career talks by industry professionals; including scheduling, design and communicate flyers, and logistics. Network with alumni regarding job opportunities for our graduates. Track career placement metrics of IDS graduates (via Linked In, email etc.). Coordinate job postings on Handshake with the Gwen Greene Career Center. Broadcast information about internship and job openings to students. Manage, maintain and update content on IDS website timely and accurately. Maintain listserv and email distribution lists for communication. Support logistics for data science practicum, capstone projects. Support summer Hajim pre-college program, working with IDS Program Coordinator. Support Research Experience for Undergraduates program (REU) by managing logistics, scheduling and communication working with the IDS Program Coordinator Support graduate student National Science Foundation Research Traineeship program (NRT) including logistics, scheduling, and communication, in coordination with the IDS Program Coordinator. General Administration Serve as liaison with University Offices including all Arts and Sciences, Engineering and School of Medicine and Dentistry Deans' offices, Departments of Finance, Human Resources, and Office of Research and Project Administration. Understand and adhere to University's policy, regulations and guidelines. Attend meetings and report pertinent information, updates, policy changes, etc. to IDS management and staff. Represent the IDS and CoE as required. Participate in daily problem solving of IDS and CoE operational issues. Finance Develop the GIDS annual operating and capital budgets. Report and track monthly GIDS actual financial performance to budget, including causal analysis of budget variances. Interface and communicate results with AS&E Finance. Develop the CoE annual operating and capital budgets. Report and track monthly CoE actual financial performance to budget, including causal analysis of budget variances. Create CoE annual reports for Executive Directors and Advisory Board. Manage and reconcile ledgers and sponsored activity accounts. In consultation with principals, develop and reconcile research and operating accounts. Prepare operating and financial records and reports. Oversee all Institute and CoE expenses and property. Manage Human Resources (HRMS) approvals and appointment forms process. Monitor payment of graduate student stipends in CumSal system. Serve as timekeeper for IDS department employees. Manage on-boarding of Graduate Teaching Assistants. Manage space and capital needs for preparation of annual capital budget, biannual space utilization plan, and biannual equipment inventory. Maintain IDS records in the UR Space System. Administer purchasing process for IDS and CoE. Review and approve invoices, requisitions, and purchase orders. Approve employee expense reimbursement reports in compliance with policy. As needed monitor the NYS Data Consortium budget, track expenditures and use of available grant funds. This is a conditional and the responsibility might evolve as the consortium matures organizationally longer term. Requirements Bachelor's degree and a minimum of three years (prefer three to five years) of administrative and financial experience preferably in a higher education setting or an equivalent combination of experience and training. Experience with NYS contracts and grant management preferred. Candidates must obtain CLASP certification within the first six months of hire. Excellent interpersonal, communication and organizational skills with attention to detail and the ability to work independently are required. The ability to write for various mediums is required. The ability to interact effectively with high-level University officers, as well as with students, faculty, staff and general public is needed. Candidates must possess exceptional judgment, as well as discretion and professionalism. Basic knowledge of Microsoft Office suite, Adobe Acrobat and Photoshop is strongly recommended. Proficiency with University enterprise systems including Workday UR Financials, HRMS, IBM Cognos, CumSal, and the UR Space System is highly desirable.
The University of Rochester is one of the country's top-tier research universities. Our 158 buildings house more than 200 academic majors, more than 2,000 faculty and instructional staff, and some 11,100 students.
Learning at the University of Rochester is also on a very personal scale. Rochester remains one of the smallest and most collegiate among top research universities, with smaller classes, a low 10:1 student to teacher ratio, and increased interactions with faculty.