Sr. Business Administrator, Sound Arts & Engineering

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):

220 Hutchison Rd, Rochester, New York, United States of America, 14620

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

220700 Sound Arts and Engineering (SAE)

Work Shift:

UR - Day (United States of America)

Range:

UR URG 112

Compensation Range:

$70,197.00 - $105,295.00

Responsibilities:

The Administrative Director, SoundSpace Transdisciplinary Institute and Department of Sound Arts & Engineering, serves as the chief administrative officer for SoundSpace and the new Department, providing high-level operational, financial, and administrative leadership. The position is responsible for strategic financial planning and oversight; academic and staff HR administration; research administration for a growing portfolio of sponsored projects; purchasing and vendor relations; communications and outreach support; and day-to-day program and academic operations. Working with leadership in the Eastman School of Music, the Hajim School of Engineering, and other University units, the Administrative Director exercises substantial independent judgment in designing and managing administrative processes, advising on resource allocation and policy implementation, and coordinating activities that advance the mission of SoundSpace. The role may supervise additional administrative staff and student employees as the institute and department grow.

ESSENTIAL FUNCTIONS

Fiscal Oversight

• Provides day-to-day financial oversight and management for the SoundSpace Transdisciplinary Institute and the Department of Sound Arts & Engineering.
• Tracks expenditures across operating, endowment, gift, and sponsored research accounts and ensures adherence to University and sponsor policies.
• Develops and maintains multi-year budget plans, providing analyses and recommendations to the Director/Chair and Deans.
• Sets up, monitors, and reconciles research sub-accounts for SoundSpace initiatives and affiliated projects.
• Performs required Workday, IORA, and UR Purchasing functions related to personnel, research grants, and operating funds.
• Prepares routine and ad hoc financial reports for leadership and stakeholders, identifying trends, risks, and opportunities.

Academic, HR, and Program Administration

• Coordinates academic and staff appointments, reappointments, promotions, and annual reviews in collaboration with school HR offices and the Dean’s Offices.
• Oversees onboarding and offboarding processes for faculty, researchers, staff, and student employees, ensuring adherence to University policies and best practices.
• Maintains accurate HR records and documentation related to appointments, performance reviews, and other personnel actions.
• Advises the Director/Chair on staffing structures, role definitions, and administrative workload distribution.
• Supports routine academic operations such as course scheduling coordination, classroom and facility requests, and tracking of enrollment and other key program metrics.
• Supports undergraduate degree program accreditation review (e.g., ABET and others) by collecting and maintaining program information, student feedback, and continuous improvement documentation.

Research Administration and Grant Support

• Lead and coordinate multiple facets of pre-award proposal preparation and submission for SoundSpace-affiliated faculty and projects.
• Develop and refine proposal budgets and budget justifications; coordinate required institutional approvals.
• Draft, assemble, and track required compliance sections, supplementary documentation, and standard components for federal and foundation proposals (e.g., data management, inclusivity / broadening participation, facilities and resources, institutional information).
• Provide primary administrative oversight of post-award activities within the unit’s portfolio (in coordination with central research administration), including monitoring spending against budgets, assisting with progress reports, and coordinating no-cost extension requests or budget revisions as needed.

Communications, Branding, and External Engagement

• Plays a key role in managing and updating SoundSpace and departmental websites, including program information, news, events, and opportunities.
• Coordinates or supports the development of newsletters, brochures, one-pagers, and other digital/print materials for internal and external audiences.
• Assists with planning and coordinating social media and other digital communication channels to promote initiatives, events, and achievements.
• Ensures consistency of messaging and branding in collaboration with school and University communications teams.
• Supports outreach and engagement with external partners, including industry, community organizations, and other affiliates.

General Administration, Events, and Institute Operations

• Provides administrative leadership for seminars, colloquia, visiting artists/scholars, workshops, symposia, concerts, and public events sponsored by SoundSpace.
• Coordinates logistics such as space reservations, travel arrangements, catering, honoraria, reimbursements, and event promotion, in partnership with relevant University offices.
• Helps develop and refine internal administrative processes and standard operating procedures as the institute and department grow, recommending improvements in efficiency and service.
• Supports the Director/Chair in implementing strategic initiatives, including new programs, partnerships, and fundraising efforts.
  Provides data, summaries, and reports that inform decision-making, assessment, accreditation, and strategic planning.
• Participates in regular meetings with leadership to identify operational needs, anticipate challenges, and propose solutions.

Other duties as assigned

• Performs other responsibilities as needed to support the mission and strategic priorities of SoundSpace and the Department of Sound Arts & Engineering.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree required.
• Master’s degree or 5–7 years of experience strongly preferred in engineering, business administration, arts administration, public administration, higher education administration, or a related field required.
• 5–7 years of progressively responsible administrative experience in higher education, research administration, arts administration, or a closely related environment, including experience with budgets and grants required.
• Experience working in a complex, multi-unit or multi-funding-source environment preferred.
• Or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated experience with budgeting, financial tracking, and basic financial analysis in a multi-account or multi-funding-source setting.
• Familiarity with pre-award grant proposal processes (budget preparation, compliance documentation, routing/approval) and basic post-award administration.
• Strong organizational skills with the ability to manage multiple priorities and deadlines in an active, evolving environment.
• Excellent written and verbal communication skills, with the ability to interact effectively and professionally with faculty, staff, students, and external partners.
• Proficiency with common office software (e.g., MS Office or Google Workspace) and a demonstrated aptitude for learning and using University enterprise systems (e.g., Workday, IORA, procurement systems, web content management tools).

LICENSES AND CERTIFICATIONS

• CLASP certification or obtaining CLASP training and certification within first 6-9 months after starting date.

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.