Manager, Academic Program Support

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.

Job Location (Full Address):

255 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

600221 SON Staff/Education Programs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$27.16 - $38.03

Responsibilities:

With limited direction and considerable latitude for independent judgment and decision-making, this position administers and coordinates academic program operations across the undergraduate, graduate, and doctoral levels within the School of Nursing (SON), ensuring alignment with the School's educational mission and strategic priorities. In collaboration with undergraduate and graduate program directors, the position provides oversight of academic office functions, including curriculum and program development, assessment and accreditation activities, and supervision of education support staff. The administrator evaluates academic workflows, implements process improvements, and develops or revises departmental policies and procedures to support effective program administration, efficient service delivery, and compliance with University policies and applicable regulations. This position manages academic, administrative, and office services that support the School's educational programs and objectives. Working collaboratively with academic programs, School of Nursing committees, and campus partners, the administrator facilitates communication, supports program initiatives, and serves as a resource for academic program administration. The administrator independently manages educational support systems, including Blackboard, Heliocampus, the School of Nursing Database (SONDB), SLATE, and other academic technologies, providing technical and operational expertise to support assessment, accreditation, and educational activities. This role requires comprehensive knowledge of the School of Nursing's educational mission, strong analytical and organizational skills, sound professional judgment, excellent communication, and the ability to maintain confidentiality and ensure compliance with the Family Educational Rights and Privacy Act (FERPA) in the management of student information and records.

ESSENTIAL FUNCTIONS

Academic Program Administration

• Develops and implements processes and policies to support the operational needs of all nursing academic programs areas. Manages the alignment of curriculum, program requirements, and operational logistics across the School of Nursing's academic portfolio.
• Monitors administrative operations across academic programs to promote consistency, continuity, and effective support of program goals and departmental priorities.
• Facilitates alignment of administrative practices across academic programs and identifies opportunities to improve systems, workflows, and communication processes.
• Maintains effective communication and collaborative relationships with program directors, faculty, and administrative partners to support the academic mission of the School of Nursing.
• Responds to, resolves, and facilitates the resolution of operational questions, issues, and administrative needs. Evaluates and improves administrative processes to enhance operational effectiveness while ensuring responsibilities are completed in accordance with established timelines.
• Applies broad knowledge of academic programs, policies, and administrative processes to provide flexible support across program areas, ensuring continuity of operations during periods of changing priorities, staffing transitions, or increased workload demands.

Staff Supervision & Administrative Coordination

• Supervises education department coordinators and manages the allocation of additional administrative support from other program offices based on workload demands and operational priorities.
• Oversees the recruitment, onboarding, training, and supervision of staff supporting the academic mission of the School of Nursing.
• Implements processes to ensure staff are cross trained to provide administrative coverage across programs. Assigns staff to support other programs or responsibilities as needed to maintain continuity of operations.
• Facilitates the communication and implementation of institutional policy and procedural changes, ensuring department coordinators understand new requirements and execute them consistently
• Approves payroll records for assigned staff and manages the annual performance evaluation process with input from program directors.
• Supports the effective allocation of administrative resources by assessing workload needs, facilitating cross-training opportunities, and helping maintain operational coverage across academic programs and departmental functions.
• Provides direct back up for department coordinators as needed [or something to this effect – I’m talking short-term absence coverage]

Operations & Resource Management

• Provides cross-functional operational coordination and administrative support to maintain continuity across academic programs in response to staffing needs, workload fluctuations, competing priorities, and evolving operational demands.
• Administers the assignment of administrative support for School of Nursing Education committees, subcommittees, task forces, special events, and other departmental initiatives.
• Plans and supports academic events and educational activities that bring students from multiple programs together, ensuring operational readiness and effective execution.
• Oversees the effective use of instructional space, supplies, equipment, and other program resources to support academic operations. Identifies opportunities to improve operational efficiency, recommends cost-effective solutions, and supports the implementation of process improvements.
• Serves as the P card manager for department coordinators, ensuring compliance with University policies and procedures and supporting responsible stewardship of departmental resources.
• Provides cross-functional operational support across the School of Nursing by responding to emerging needs, assisting with special projects and events, and supporting continuity of operations during periods of staffing change or increased demand.
• Provides administrative support for special projects that advance the School of Nursing's education mission, collaborating with faculty, staff, program leadership, and University partners to ensure timely completion of project objectives.
• Collaborates with faculty, staff, students, and University partners to identify opportunities for process improvement, streamline administrative workflows, and implement operational enhancements that improve efficiency and support the School of Nursing's academic mission.

Instructional & Technical Facilitation

• Serves as a primary resource for faculty and program leadership regarding policies, procedures, and best practices for the use of instructional and academic technologies, including Blackboard LMS, Heliocampus, SLATE, and other School of Nursing-supported systems.
• Facilitates the administrative and logistical support required for course delivery in collaboration with program faculty and academic support staff, including classroom and guest scheduling, syllabus and curriculum management, procurement of course materials and textbooks, and adherence to established academic timelines.
• Collaborates with School of Nursing Information Technology staff to troubleshoot and resolve issues related to Blackboard and other academic technology platforms, ensuring timely support for faculty and students and facilitating effective use of instructional technologies.
• Supports the planning, coordination, and delivery of annual new faculty orientation activities in collaboration with the Faculty Development Program Coordinator, ensuring faculty have access to the resources, systems, and information needed to support teaching responsibilities.
• Applies knowledge of instructional systems, academic processes, and faculty support needs to assist with technology-related initiatives, course support activities, and other instructional priorities as needed.

Committee & Governance Support

• Provides administrative coordination and support for key School of Nursing standing committees, including the Faculty Governance Committee, Faculty Meeting, and the Clinical Committee on Appointment and Promotion. Maintains awareness of related committee activities and facilitates the communication of pertinent, non-confidential information with staff supporting other academic committees, as appropriate.
• Partners with committee chairs to develop and distribute meeting materials, coordinate logistics re voting items, attend meetings, prepare and distribute meeting minutes, and facilitate timely follow-up on action items.
• Meets regularly with committee chairs to support committee operations, address administrative needs, maintain committee records, and support ongoing committee activities.
• Develops and maintains reference materials, procedures, and training resources to support consistent committee and administrative practices.
• Maintains records of standing committee membership and coordinates logistics of annual committee elections.
• Ensures meeting minutes are consistently archived across committees in accordance with accreditation and records retention requirements. Coordinates with other committee support staff to maintain consistent documentation practices.
• Provides flexible administrative support for governance activities and special initiatives, applying knowledge of School of Nursing processes and procedures to assist committees and departmental groups as operational needs arise.

Other duties, as assigned, in support of the Education Mission of the SON

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 4 years of relevant experience in an educational or administrative setting required
• Master's degree preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES (preferred)

• Strong interpersonal, organizational, written and oral communication skills are essential. Ability to organize the work area and handle frequent interruptions. Very strong communication skills and ability to multitask with minimal direction.
• Advanced proficiency in Microsoft Office, Excel spreadsheets, Power Point, Workday and databases preferred. Proficiency in working with Learning Management Systems and support systems (e.g. Blackboard, Zoom) as well as a variety of educational technology 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.