Full Time 40 hours Grade 052 Institute for Data Science Schedule 8AM-5:30PM; OCC WKENDS Responsibilities Position Overview: The Goergen Institute for Data Science (IDS), a University-wide multidisciplinary institute, and the associated Rochester Center of Excellence in Data Science (CoE) at the University of Rochester, are signature projects of the University's 2013-2018 Strategic Plan. The key responsibilities of this Administrator position are administration, finance, outreach, and marketing/communications. The Administrator will support the CoE and IDS Directors in overseeing fiscal management of the IDS and CoE programs (preparing budgets, monitoring expenses, completing financial reporting) along with a broader set of program administration responsibilities, in collaboration with internal and external partners. The Administrator will handle outreach, communication, marketing and logistics around speaker talks. As such the Administrator serves an external facing capacity for the institute, and has multiple touch points with industry, alumni, collaborators, faculty, and as needed with students. 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: 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, office equipment, etc.) Maintain good working relationship with CoEs' designated ESD/NYSTAR, and other New York State and Federal contacts, as well as internal and external faculty/departments associated with CoE and IDS partners. Participate in sponsor hosted meetings and webinars as required. Produce semiannual Progress & Reimbursement Request reports for active NYS contracts 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. 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. Serve as liaison with University Offices by understanding and adhering to University's policy, regulations and guidelines. Finance Manage development of the annual operating and capital budgets. Report and track monthly actual financial performance to budget, including causal analysis of budget variances. Interface and communicate results with other finance units within the university. 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/on-boarding process for institute faculty, staff and students. 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. 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. This will include working with the IDS and CoE directors and others to: Plan, coordinate and publicize various meetings, lectures, conferences, workshops, etc., including the communications and logistics thereof Provide strategic leadership on the establishment of event timetables, communications, logistics, scheduling, catering, and travel arrangements for successful engagement. Manage the content on IDS website in a timely and accurate manner. Maintain listserv and email distribution lists for communication. Track career placement metrics of IDS graduates (via Linked In, email etc.). Coordinate external news and marketing materials. Qualifications: Bachelor's degree and a minimum of three 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 media 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.
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