Administrative Assistant IV

Rochester, NY


With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for the Director of the Clinical Cardiovascular Research Center. Is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within a specific division, or in other demonstrated and related equivalent situations. Is responsible for assignment and the review of the day-to-day clerical operations.


  • Serves as Assistant to the Director of the CCRC. Creates and maintains research correspondence and pertinent research files for the Director of the CCRC in appropriate electronic and physical files for numerous research studies. Manages e-mails from international research investigators, reports, and abstracts. Controls and oversees CCRC calendar. Composes, approves and signs correspondence providing factual information.

  • Data entry to URGEMS (encumbrance accounting system) and other departmental and institutional systems. Advise departmental personnel on University and agency procedures and policies for procurement and allowable costs. File paperwork after data entry. Assemble ledgers (URF reports) and paperwork for account reconciliation, etc. for the AA to reconcile monthly ledgers. Using UR Financials, research undocumented transactions and process journal entries. Assist in the compilation of information for reports and related documentation for account managers. Maintain account files, including copying, scanning, and filing materials. (listed above).

  • Maintains and completes the personnel and account libraries. Archives closed out accounts and personnel files. Updates tracking records for accuracy.

  • Serves as back up to AA in processing University and vendor forms and invoices. Prepares travel and conference forms or Request for Payment Forms for reimbursements of travel or miscellaneous expenses. (e.g., Business Expense & Travel Reimbursements (BETR), Supplier Invoice Requests (SIR), Requisitions, Purchase Orders, cost-center billings, Vivarium, etc.). Check for reasonableness of all reviewed expenses and examine accounting documents to ascertain that transactions are properly supported in accordance with University and sponsor policies and procedures. May serve as P-Card holder and manage and process paperwork in accordance with established practices. Other duties as assigned.

  • Receive and sort mail. (e.g., mail pick-up and delivery, sorting, and routing of mail and incoming UPS, FedEx deliveries insuring that they go to the correct person Serve as the central contact person for individuals inside and outside the CCRC; answer telephone, take messages, exercise judgment and decision regarding calls as appropriate, and place all local, national, and overseas calls. Pick-up and/or delivery of reports, memos, requisitions, etc., and other miscellaneous errands.

  • Miscellaneous office duties and maintain office machines. Manages departments key distribution and supply. Coordinate and maintain conference room schedule.

  • Anticipate and obtains the materials and office supplies needed to adequately run the office.

  • As needed, facilitates and arranges administrative and study related meetings, local, national and international. Coordinates the conference space making all arrangements with travel agencies, hotels and catering staff. Arranges travel for on-site and off-site faculty to attend study related meetings. Prepares literature materials as needed for various meetings.

Other duties as assigned.



  • 2 years of post-high school education in secretarial studies or the equivalent

  • At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation

  • or equivalent combination of education and experience

  • Advances secretarial skills. The ability to take dictation at 100 words per minute. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers.


  • Proficiency in computers and related-software programs essential (OUTLOOK, WORD, ACCESS, EXCEL).

  • Excellent communication skills (verbal and written), and willingness to quickly learn and adapt to new systems and changes in institutional priorities and policies.

  • Knowledge of University accounting system, institutional and sponsored policies and practices, particularly related to allowable and unallowable costs.

  • Experience with URFinancial, URGEMS, HRMS, and CLASP certified.

  • Excellent attention to detail, organizational and interpersonal skills required, with the ability to work in a team environment.

NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time