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University of Rochester Administrative Asst - 227041 in Rochester, New York

Administrative Asst Job ID 227041

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

Full Time 40 hours Grade 051 Center Trans Neuromedicine



Serves as principal assistant to Center Co-Directors and Center Administrator, providing office supervision and coordination support service; manages the general office and related administrative services of an active, complex, research division. Performs duties with a minimum level of direction using initiative and judgment and with consideration of policies, procedures and regulations of the University and outside agencies.


  • Works with Principal Investigator (PI) to prepare NIH R01 grant applications for research. Compiles data, prepares administrative reports, interprets and applies University and federal policies relating to grants. Manages the tracking of personnel effort on project(s) and makes recommendations to Administrator. Works with PI to prepare the annual progress report. Acts as a liaison with funding sponsors and University central offices including ORPA and ORACS for grant related activities and requirements. Examines reports and serves as co-auditor to Senior Accountant to ensure checks and balances of department expenditures. 30%

  • Manages the time and calendars for center Co-directors, choosing or recommending among competing demands on time. Interprets University and sponsor travel policies to ensure compliance. Anticipates the needs from and obtains background material for travel schedules and conferences. Manages reservations and ticket sales, processing reimbursements for Center Co-directors, faculty and visitors. Analyses travel expenses for appropriateness and compliance with sponsor budget and guidelines. Plans and makes all administrative arrangements for meetings and special events including travel, living quarters and meals for attendees; prepares and distributes program literature; coordinates with service departments of the University. 25%

  • Reviews monthly animal expenses; provides analyses of expenses to PI and Administrator; uses judgment to determine if expenses are reasonable based on historic data; examines back up for accuracy; and makes recommendations for reducing expenses. Monitors and completes reports on lab’s compliance with UCAR policies, requiring knowledge of and staying abreast of policies, procedures and University/federal regulations, and initiates corrective action as necessary. Serves as liaison with UCAR and Vivarium. 10%

  • Oversees Office Assistant who will order all supplies for the office and laboratory group, in addition to ensuring the accuracy of the accruals entered into URGEMS for ledger reconciliation. Monitors and interprets award budgets and make recommendations for purchases while interpreting and utilizing CLASP guidelines to ensure compliance. Reviews ledgers for accuracy of expenses and makes recommendations for reallocations if appropriate. 5%

  • Orients new faculty, staff, postdocs, students and visitors to the University/Center, counsels with respect to University and Center rules and services, making referrals and rendering decisions or approvals with established policy. Tracks database(s) and Center records to ensure compliance and initiates procedures to maintain compliance on annual basis. 5%

  • Manages the Center equipment inventory, repairs and service agreements. Identifies the location of capital equipment while maintaining record of relocations and equipment depreciation in order to accurately certify the equipment inventory in URSpace. Recommends and maintains record of all service agreements. Initiates equipment repairs and annual certifications. Initiates Center service calls to UR Facilities and Environmental Services. 5%

  • Writes operating or procedural manuals, instructions, etc.; and prepares materials for publication about the Center's activities. Maintains Center publication database, determines needs and submits publications for NIH PubMed compliance. 5%

  • With general scientific guidance from Co-Directors, initiates and ensures execution of Center Material Transfer Agreements and Confidential Disclosure Agreements. Serves as liaison with all agreement counterparts and ORPA. Reviews outgoing shipments to ensure all outgoing materials are protected. 5%

  • Manages faculty CVs and biosketches, adding and removing content as appropriate. Ensures Center website is up to date, initiating and executing changes as needed. 5%

    Performs other tasks as needed. 5%


    This position will supervise an office assistant.


  • Bachelor's degree or an equivalent combination of experience and training, plus 1 to 2 years of related administrative experience required.

  • Must have excellent verbal and written communication skills, as well as experience organizing travel arrangements.

  • Strong organizational skills and attention to detail.

  • Strong interpersonal skills and the ability to work both independently and with a team.

  • Microsoft Office experience, including Word, PowerPoint and Excel spreadsheet functionality; database proficiency preferred.

  • Have demonstrated ability to work with minimum supervision and meeting deadlines.

  • CLASP certification and experience with grant applications strongly preferred.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled