University of Rochester Administrative Asst in Rochester, New York


Full Time 40 hours Grade 051 Pharmacology & Physiology




General Purpose:

The Administrative Assistant/Program Coordinator will devote major effort to manage the varied activities of an NIH Center Grant. The University of Rochester is the lead institution of a multi-institutional Center Grant to study neurocircuitry of OCD. The Center involves projects and personnel at several institutions. Coordinating the administrative and operational aspects of the Center is the primary focus of this position; however, other administrative responsibilities will be assigned. The position reports to the Center Grant Director. The Administrative Assistant/Program Coordinator will oversee the coordination of all non-fiscal sponsored research materials and activities related to the Center Grant. This will include the coordination of the annual NIH progress report submission; coordinating and organizing materials for Center Grant meetings, symposia, retreats, and events; compilation and organization of manuscripts, publications, and abstracts; as well as meeting agenda, retreat and program materials, etc. This individual will coordinate all program activities among the numerous subcontracting institutions and compile meeting documents in preparation of all Center-related meetings and events, and will also compile and respond to media and other information-related requests. Duties will also include maintenance of general databases, such as cross-Center publications, digital reference libraries, clinical data, etc.


Travel, Meeting, Retreats, and Communication:

  • Work directly with the PI/Center Grant Director to develop a schedule for all Center Grant activities and commitments.
  • Communicate and manage all aspects of numerous meetings, events, retreats, and training activities with the Center Grant Director, Subcontract PI’s, and/or administrative personnel at subcontracting institutions.
  • Arrange for meeting locations at hotels or institutions, schedule rooms, arrange for conferencing or presentation equipment, meals, etc. and gather from materials for specific meeting or event agenda items from meeting participants, and prepare payments after each activity. Work with travel agencies to identify flights and/or hotel locations for the varied meetings or events to be held in Boston, Rochester, and Puerto Rico. When necessary, arrange for tele- and video-conferencing for participants.
  • Develop a database to track meetings, training activities, retreat activities, and staying with budgeted amounts for each event (coordinated with the Center Grant Staff Accountant).
  • Coordinate information requests related to the Center Grant, and organize and review requests with Center Grant Director to facilitate responses.
  • Maintain the laboratory and Center Grant websites.

Program Materials and Publications/Database Management:

  • Collect and organize all program materials for the Center Grant meetings, retreats, symposia, and the training program.
  • Serve as the clearinghouse for the Center Grant Director and as the liaison for the subcontractor PI’s and their administrative personnel as well as the Advisory Board and NIH grants and contracts personnel to manage the information being disseminated to meeting and event participants.
  • Compile publication edits to track publications for progress report submission and ensure the proper compliance with NIH guidelines.
  • Develop and maintain various databased, including library databased for document referencing and use in publications and presentations, Microsoft Access, and/or Excel spreadsheets, to manage grant activities.

Travel and Conference Reports/Procurement:

  • Work closely with the Center Grant Staff Accountant in review and completion of extensive Travel and Conference Reports for the Center Grant Director, Center Grant Subcontracting PI’s, and other personnel involved in Center Grant activities such as meetings of all grant participants, NIH annual meeting, trainings program events, annual retreat, symposia, etc.
  • Coordinate with the Staff Accountant to review meeting expenses, subcontracting invoices, and any other program-related expenses and documents to ensure compliance with grant or institutional terms, conditions and budgets, while following institutional and departmental processes for review and signature.

Annual Scientific Progress Report Submission:

  • Responsible for all non-fiscal aspects of the progress report submission, including communication with the subcontracting institutions to gather, organize, and assemble the progress report in a timely manner.
  • Work closely with Center Grant administrative and scientific personnel at subcontracting institutions, as well as administrative staff in the Department of Pharmacology and Physiology so the report consists of budget development and fiscal reporting, scientific progress, coordination of publications for each project and core, other updated support, and coordination of all educational, human subject, and animal use certifications for all project personnel.
  • Gather progress report material throughout the budget year, and compile report in 4-8 weeks.

Other Administrative Duties:

  • Participate in some non-Center Grant activities that are central for the PI to carry out Center Responsibilities.
  • Assist Center Grant Director on other research grants, programs, and subcontracts.
  • Obtain quotes for purchases among research projects; work with institutional offices for approvals, such as UCAR and RSRB; assist laboratory personnel with research-related compliance and educational training; and coordinate travel arrangements and appointments for visiting collaborators or students, including foreign collaborators.
  • Process forms and data entry for pre-award (proposal processing) and other departmental operational activities.


College degree (Bachelor’s preferred) and 1-2 years of related experience; or the equivalent combination of education and experience. Excellent attention to detail, and organizational and planning skills are essential. Ability to work with minimal supervision in a team environment. Willingness to share information and knowledge, and assist on special projects and other related duties. Strong computing skills, particularly in Microsoft Word, PowerPoint, Excel, Endnote, Papers, with some Photoshop and Illustrator experience desired. Excellent verbal and oral communication skills, and willingness to learn and adapt to new systems and changes in institutional priorities and policies. Knowledge of institutional and sponsor policies and practices is helpful.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: School of Medicine & Dentistry

Job ID: 202153

Regular/Temporary: Regular

Full/Part Time: Full-Time