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University of Rochester Administrative Assistant, CLIC / CTSI - 229056 in Rochester, New York

Administrative Assistant, CLIC / CTSI Job ID 229056

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Ctr for Leading Innov & Collab

Schedule

8 AM-5 PM

Responsibilities

POSITION SUMMARY:

With minimal direction and considerable latitude for independent judgment, and acting as part of a professional administrative team, assists (CLIC) Executive Director and CLIC Principal Investigators to accomplish the aims and goals of the NIH-funded Center for Leading Innovation and Collaboration (CLIC) coordinating center for the national Clinical and Translational Science Award (CTSA) Program. The position will also support the Informatics Branch Co-Directors of the University of Rochester Clinical and Translational Science Institute (CTSI). The CTSI Administrative Assistant plans, establishes and oversees assigned administrative functions of the CTSI, including CLIC.

SUPERVCISION AND DIRECTION RECEIVED:

Receives direction from the CLIC Executive Director and is accountable to the CTSI Leads on assigned projects.

SPECIFIC RESPONSIBILITIES:

With general guidance as to priorities, and with considerable latitude for independent judgment:

25% Manages and tracks expense invoices for CLIC and CTSI informatics. Manages the CTSI Purchasing Request and Procure to Pay (P2P) Workflow system and ensures complete information is entered and updated in the systems. Gathers, analyzes and makes recommendations based on data for operating budgets and financial reports, and assists with preparing analyses and allocating expenses for CLIC. Coordinates expenditures and property controls, initiates invoices relating to CLIC office purchases.

25% Manages processes critical to the operation of CLIC, including creation and maintenance of CLIC documents on shared drives (e.g. Box or others); develops, prepares and manages agenda and meeting minutes for internal meetings. Collects and manages information for specific functional areas in support of CLIC’s required annual progress report to the NIH; implements the plan for gathering and organizing information and data; monitors accuracy and completeness; monitors and ensures quality of documents prepared for each report.

20% Actively contributes to the planning, designing, organizing assigned CLIC and other CTSI meetings (including virtual and on-site), working closely with CLIC and other CTSI staff, including making all necessary arrangements and collaborating with other key internal and external stakeholders. Schedules, plans, sets up and runs videoconference calls. Coordinates the administrative activities necessary for managing all project elements within time limits, including organizing all meeting details, developing, preparing and disseminating meeting agenda and materials, capturing meeting output and follow-up steps in clear minutes, and disseminating documentation in a timely manner. Assists in preparation of meeting slides and other supporting materials.

15% Provides full array of administrative support, including calendar management support, travel arrangements, for the CLIC Executive Director. Acts as an initial contact person for unsolicited inquiries to CLIC. Serves as a resource for CLIC and CTSI Informatics staff, faculty and other University members.

10% Serves as liaison to University Facilities for issues relating to CLIC office space in Saunders Research Building. Assists in determining equipment needs and initiates orders for equipment, supplies and services; recommends purchase or repair of major equipment. Is responsible for inventory of CLIC and CTSI Informatics of storage rooms and supplies. Acts as liaison for maintenance, custodial, purchasing and other central services.

5% Other projects and job duties as assigned.

REQUIREMENTS:

  • A college degree or an equivalent combination of experience and training is required. Must have three years of relevant administrative experience, including a year of administrative experience in an academic office or equivalent experience and experience working with upper level executives.

  • Excellent communication (including written communication), organizational and interpersonal skills are necessary.

  • Strong attention to detail.

  • Ability to work independently as well as collaboratively within a team environment.

  • Experience with University payment processes is highly preferred.

  • Must be highly skilled with Microsoft Office software, especially Word, Excel, Outlook and PowerPoint. Experience with Zoom or other videoconferencing software highly preferred.

  • Ability to quickly learn new programs, systems, and software (e.g. Box, Redcap, internal databases, etc)

    The University of Rochester is committed to fostering, cultivating and preserving a culture of diversity and inclusion. The University believes that a diverse workforce and inclusive workplace culture enhances the performance of our organization and our ability to fulfill our important missions. The University is committed to fostering and supporting a workplace culture inclusive of people regardless of their race, ethnicity, national origin, gender, sexual orientation, socio- economic status, marital status, age, physical abilities, political affiliation, religious beliefs or any other non-merit fact, so that all employees feel included, equal valued and supported.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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