Manager, Pharmacy Staff Admin

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):

120 Corporate Woods, Ste 100, Brighton, New York, United States of America, 14623

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 113

Compensation Range:

$77,216.00 - $115,824.00

Responsibilities:

Under the general direction of the Director of Pharmacy Administration, the Manager is responsible for the daily administration of departmental policies, programs, and business operations across the Department of Pharmacy. This role manages operational functions including payroll, recruitment tracking, onboarding, reimbursement support, and related administrative support services to ensure accuracy, consistency, and compliance with university and regulatory requirements.

The Manager leads and develops a team of administrative professionals, setting priorities to ensure timely task completion and coordinating work activities with departmental leadership. The position is responsible for maintaining effective delivery service, protecting confidential information, ensuring consistent adherence to established policies and procedures, and maintaining audit preparedness through organized documentation, internal controls, and routine process review.

This role exercises independent judgment in managing team operations, allocating resources within established guidelines, documenting and improving critical processes, and supporting smooth and efficient departmental operations.

Leads and manages staff administration operations for the department. Establishes and maintains processes that ensure compliance with HR policies related to staff actions, compensation changes, timekeeping, and the triage and support of leave administration and employee relations questions in coordination with the Director of Business Administration and Human Resources Business Partner.

Oversees the daily administrative operations of the Department of Pharmacy, ensuring timely and accurate execution of payroll, reimbursement support, and operational activities. Sets priorities for the administrative team to ensure task completion and coordinates workflows with department leadership.

Ensures employee personnel records are maintained in a compliant and audit-ready manner, adhering to university policies and applicable federal and state regulations, including requirements set forth by the New York State Department of Labor and other governing agencies. Implements controls to protect confidential information and mitigate compliance risk.

Applies operational changes as necessary when University policies are updated, in coordination with HR and other policy owners. Protects private and confidential data and maintains coverage to respond to inquiries with timely and thorough responses.

Staff Supervision & Team Leadership (20%)

Manages, supervises, and evaluates administrative staff. Provides regular coaching, guidance, and feedback to support performance and professional development. Conducts routine staff meetings, one-on-one check-ins, annual performance reviews, and goal-setting activities.

May include scheduling staff, managing team calendars, and ensuring adequate operational coverage. Fosters a collaborative, accountable, and service-oriented work environment.

Payroll Administration & Compliance Oversight (5%)

Manages and supervises the departmental payroll process. Advises managers on appropriate payment methods for employees and contractors and supports administrative staff through biweekly, semi-monthly, and monthly payroll approval processes.

Ensures employee time reporting is accurate and compliant with federal, state, and University regulations. Collaborates with Human Resources and Finance to ensure all employees and/or students are hired and compensated accurately and in accordance with policy.

Hiring & Onboarding Process Management (25%)

Manages departmental hiring coordination and onboarding processes. Ensures hiring activities are conducted in compliance with university policies and procedures. Oversees the full residency program administrative process, including candidate selection logistics, onboarding, documentation management, and compliance monitoring to ensure adherence to university, accreditation, and regulatory requirements.

Establishes, implements, and oversees departmental orientation processes to support a positive and compliant onboarding experience. Manages the administrative process for student shadowing experiences, ensuring required documentation, approvals, and compliance with university standards and applicable regulatory guidelines prior to participation. Coordinates technology access, workspace arrangements, and new hire communications.

Responsible for staff development and training. Maintains annual training plans to support development of staff, workplace, and leadership skills in alignment with new employee orientation, compliance with departmental and University policies, and alignment with University mission, vision, and values.

Administrative Projects & Data Analytics (20%)

Leads and manages departmental administrative projects that support operational effectiveness across recruitment, onboarding, payroll, and human resource functions. Defines project scope, timelines, and deliverables; coordinates team responsibilities; and monitors progress to ensure timely and accurate completion. Collaborates with departmental leadership to implement process improvements and operational enhancements.

Oversees the preparation and analysis of monthly administrative and workforce analytics, including recruitment activity, onboarding metrics, payroll trends, staffing levels, time reporting accuracy, and other key operational indicators. Compiles and synthesizes data into reports and dashboards for department leadership, identifies trends or areas of concern, and provides recommendations to support informed decision-making and continuous operational improvement.

Ensures data integrity, consistency in reporting methodologies, and protection of confidential employee information in accordance with University policy and regulatory requirements.

Other Duties as Assigned (5%)

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.