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):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500160 Pharmacy SMH

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

Responsibilities:

GENERAL PURPOSE
Under the general direction of the Director of Business Administration for the Department of Pharmacy, and with latitude to exercise independent judgment, this position supports all aspects of departmental administration and provides necessary operational support. Responsibilities include assisting with staffing, compensation, benefits, training, and safety programs; answering employee questions regarding human resources policies and procedures; and coordinating projects for the department. The role maintains strong working relationships with departmental leaders, hospital staff, and affiliates while supporting employee needs and administrative functions. This position may also mentor and train new or lower-level staff.

ESSENTIAL FUNCATIONS

Oversight of Recruitment and Hiring Process

The incumbent is responsible for managing the full scope of departmental recruitment and hiring activities from start to finish. This includes:

Managing Requisitions and Candidate Flow

• Initiates and tracks requisitions for open positions within assigned pharmacy cost centers.
• Monitors candidate flow to ensure timely progression of applicants through the hiring pipeline.
• Partners with Talent Acquisition to ensure candidates are identified, screened, dispositioned and advance timely.

Monitoring Staffing Needs and FTE Counts

• Regularly reviews manpower reconciliation reports to verify that staffing levels and full-time equivalent (FTE) counts are accurate.
• Proactively identifies gaps or upcoming needs and initiates recruitment activity to maintain adequate staffing levels.

Overseeing the Hiring Life Cycle

• Coordinates the full hiring process, including the coordination of scheduling interviews, collecting feedback, and then facilitating hiring decisions.
• Prepares and manages all documentation related to appointments, promotions, salary adjustments, and other employment changes.
• Ensures that all required approvals are obtained and that records are maintained accurately and in compliance with institutional standards.

Managing Employee Life Cycle in Workday

• Oversees onboarding, job changes, and employment updates for new and current employees in Workday.
• Submits and monitors transactions related to promotions, salary adjustments, transfers, and other employment changes.
• Collaborates with external departments when changes involve shared employees or cross-departmental impacts.

Ensuring Compliance and Coordination

• Ensures recruitment and hiring practices align with institutional policies and employment regulations.
• Coordinates with HR, Compensation, Payroll, and other stakeholders to confirm accuracy and consistency across all employment actions.
• Tracks performance evaluations and other post-hire requirements to ensure ongoing compliance and staff development.

Collaborates with hiring managers to create job requisitions and maintains ongoing communication with leadership and candidates throughout the process. Coordinates the onboarding experience, including orientation sessions and training schedules as required.

Processes required personnel action forms for posting new positions, as well as closing employees out of department upon termination or resignation. Distributes exit interviews and reviews raw data of exit interviews to provide trends/concerns to the department director. Takes this data to track and trend outcomes over time.

Working in conjunction with the Director of Business Administration, this individual is responsible for investigating and resolving employee-related issues. Areas of investigation include:

• Benefit Usage – verification of approved benefits and proper utilization; collaborates with the RTW Group and Leave Administration to resolve related issues.
  • Including, but not limited to benefits such as PTO, Vacation, FMLA, PFL, STD, Workers comp.
• Payroll – discrepancies in pay, missed payments, or payroll errors.
• Workday & UKG – transaction errors, system inaccuracies, or access issues.
• System Access – ensuring appropriate access rights to departmental and institutional systems.
• Pay & Role Leveling – reviewing and updating compensation alignment and position leveling concerns.
• Equity Within Role – identifying any issues and working with HR to make appropriate changes
• Manpower Reconciliation – reviews departmental manpower reports to identify discrepancies and partners with directors and senior leadership to resolve issues and maintain accurate FTE counts.

In managing these investigations, the incumbent ensures that all actions are in compliance with departmental guidelines and University policies, resolving issues appropriately and equitably. When necessary, loops in HRBP for guidance.

Answers correspondence and other inquiries involving the interpretation of the University as well as departmental policy, regulations, and procedures. Responsible for the oversight of timekeeping for assigned area(s).  Works with leave administration, Director, Business Administration, pharmacy management and return to work team regarding Short Term Disability (STD), Family Medical Leave Act (FMLA), Paid Family Leave (PFL), and Worker’s Compensation Claims.  Tracks use of overtime in the department and processes extra compensation requests for pharmacist shifts above base hours as well as on-call payroll requests.

Works in collaboration with leadership on tracking and reporting key employee data tied to strategic plans. Provides statistical data to department managers. Creates and executes talent management initiatives for staff, including training opportunities, pulse surveys.

Types of Statistical Data Compiled

• Key employee data tied to strategic plans
• Departmental workforce statistics for leadership and managers
• Talent management metrics (e.g., participation in training opportunities, completion rates, skill development outcomes)
• Pulse survey results and employee engagement trends
• Equity and inclusion data (to assess fairness in hiring, promotion, and supervision practices)
• Recruitment and selection data (e.g., candidate flow, assessment outcomes, hiring timelines, requisition tracking)
• Onboarding progress and retention rates for new hires (1–3 months and beyond)

Manage special projects for the department associated with the strategic plan. Projects such as:

• Talent & Leadership Development
  • Create and implement staff and leadership development programs
  • Overhaul interview tools, candidate assessment rubrics, and selection processes to ensure objectivity
  • Develop and execute mandatory training programs on equity and inclusion for all staff involved in hiring, supervision, and promotion
  • Lead departmental training opportunities to support career growth
• Onboarding & Employee Experience
  • Redesign and manage the Pharmacy onboarding process and schedule to ensure a comprehensive, consistent, and individualized experience for the first 1–3 months
  • Standardize and strengthen departmental onboarding practices across cost centers
• Committee & Team Engagement

Create and participate in interdisciplinary teams and departmental committees to advance projects and strategic priorities

Performs other related duties as required.

EDUCATION & EXPERIENCE

• Bachelor’s degree or equivalent combination of education and experience Required
• 3 years of administrative experience or equivalent combination of education and experience Required

KNOWLEDGE, SKILLS & ABILITIES

• Strong communication and problem-solving skills Required
• Proficiency in HR software and Microsoft Office Suite Required
• Strong leadership skills and experience in managing projects Required
• Advance Excel Skills 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.