University of Rochester Administrative Asst in Rochester, New York


Part Time 20 hours Grade 051 Clin & Social Psychology-MHFC





Serves as Assistant to the Executive Director of the Mt. Hope Family Center at the University of Rochester.

*Responsibilities: *

The Administrative Assistant will report directly to the Executive Director and provide executive support with a high level of autonomy; such support includes, but is not limited to, the following:

Grant Support

  • Maintain/update CVs/bio-sketches;
  • Compile references in APA format;
  • Utilize graphic design to prepare and embed figures in research grant applications; and
  • Maintain/update PMCID manuscript processing for all faculty/senior staff via “myNCBI” NIH portal

Executive Support for Clinical Training Program

  • Document management for APA accreditation, with understanding of new regulations and requirements
  • Monitor and review to ensure Training Program complies with policies of the University, the Department of Psychology, and the APA
  • Provide ongoing direct support of both the Director and the Associate Director of the Clinical Training Program

Academic/Scholarly Support

  • High-level editorial assistance with all publications; e.g., proofreading and editing all manuscripts and other documents and maintaining files for same;
  • Provide support for courses taught by Executive Director; e.g., upload syllabi and readings via Blackboard.

Calendar Management and Meeting Coordination

  • Manage the Executive Director’s calendar and the calendar and group email lists for Meetings for all groups, including, but not limited to Advisory Board, Administrative Group, CSP’s Clinical Training, Brown Bag Lunch presentations, and Staffmeetings;
  • Take minutes for all meetings; and
  • Coordinate room reservations, A/V set-up, refreshments, etc. for same.

Other Support

  • Coordinate travel for Executive Director and other faculty/senior staff, as needed;
  • Assist Executive Director with presentations—import photos and/or embed videos into PowerPoint.
  • Assist Executive Director with all correspondence.
  • Other duties as assigned.
  • Provide Executive-level support for the Clinical Training Program
  • Provide high-level proofreading/editorial support for all publication submissions
  • Maintain Executive Director’s calendar and update CV/bio-sketch as needed.
  • Provide administrative support for courses taught by Executive Director; e.g., upload syllabi and readings via Blackboard.
  • Assist with MHFC grant preparation, including compiling references in APA format; graphic design abilities for figures in research grants required.
  • PMCID manuscript processing via “myNCBI” NIH portal; upload final Word documents of manuscripts for PMCID processing.Request accepted manuscripts from MHFC faculty/senior staff on quarterly basis, and maintain research publication file for Executive Director and all MHFC faculty/senior staff.
  • Coordinate Executive Director’s travel arrangements and complete travel expense forms; assist with travel arrangements for others, as needed.
  • Maintain calendar and group email lists for all MHFC-related and DCT-related meetings, including, but not limited to Advisory Board meetings, Administrative Group meetings, CSP’s Clinical Training meetings, Brown Bag Lunch presentations, Staff lunches and Staff meetings; take minutes, coordinate room reservation, A/V set-up, refreshments, etc. for same.
  • Assist Executive Director with PowerPoint presentations; must have an eye for design and ability to import photos and/or embed videos into presentations.
  • Assist Executive Director with all correspondence.
  • Other duties as assigned.

*Qualifications: *

Bachelor’s degree (preferably in Business or related field) and 1 year of relevant administrative experience. Excellent organizational skills, communication/customer service skills, and flexibility required. Three or more years of experience providing executive-level support in an academic setting are strongly preferred. This position demands strong written and visual communications skills; organizational skills; attention to detail; proofreading/editing skills with attention to grammar, punctuation, spelling, etc.; motivation; and the ability to work independently. Must be adept at using Outlook for e-mail and calendar management; Microsoft Word and PowerPoint; and Adobe Acrobat. Desktop publishing experience preferred, but not required.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: The College

Job ID: 202623

Regular/Temporary: Regular

Full/Part Time: Part-Time