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University of Rochester Administrative Asst - Faculty/Research Support (Lab & Pathology Faculty) - 234438 in Rochester, New York

Administrative Asst - Faculty/Research Support (Lab & Pathology Faculty) Job ID 234438

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Lab Admin Support-ClinLabs SMH



The Administrative Assistant (AA) will serve as a principal assistant to designated Faculty and Laboratory Administration in the Department of Pathology and Lab Medicine. The AA will perform administrative oversight in regards to funded research/research laboratory operations, support of academic goals, and any clinical responsibilities. With minimal direction and considerable latitude for independent judgment, the AA will perform duties requiring highly advanced clerical skills and proficiency.


Under direct supervision of Faculty/Researcher(s) and designated Laboratory Administration.


  • Research Account Management (30%)

  • Directs and coordinates maintenance of research accounts, including reconciliation.

  • Administers all aspects of grant management for current grants, including multiple ROl's, and future submissions.

  • Serves as resource for other clerical staff regarding grant activities.

  • Prepares data for operating grant budgets and for financial reports.

  • Prepares analyses and allocates expenses.

  • Coordinates expenditures and property controls, including approval of invoices.

  • Assists as needed with progress reports.

  • Updates knowledge of agency guidelines; completes CLASP (Continuous Learning for Administrators of Sponsored Programs) grant certification, and meets yearly renewal qualifications.

  • Coordinates payroll and other personnel actions.

  • Clerical Support (20%)

  • Answers correspondence/inquiries involving interpretation of the University as well as department policy, regulations, procedures, etc. Guides others as needed.

  • Compiles and analyzes statistics and prepares analytical and evaluative reports.

  • Assists with manuscripts utilizing and maintaining references following Library Science, End Note and/or Reference manager formats. Proof-reads/reviews documents. Prepares materials for publication.

  • Participates in the planning of meetings, conference symposia, etc.

  • Coordinates the preparation of and arrangements for program literature, brochures, and other materials.

  • Coordinates travel arrangements.

  • Coordinates reimbursements.

  • Performs routine clerical duties such as reception, faxing, copying, etc.

  • Operational Oversight (20%)

  • Participates in the development and coordination of training programs for the research laboratory staff and faculty.

  • Maintains updated training records (ex: radiation safety, lab safety, animal handling).

  • Selects, assigns, supervises, and trains supply or other laboratory staff.

  • Develops and establishes procedures and schedules.

  • Assists in developing operating or procedure manuals.

  • Initiates personnel actions.

  • Communication/ Coordination of Activities (15%)

  • Represents faculty/ principal investigators in the communication of instructions and the interpretation of administrative matters both internal and external to the department.

  • Supports faculty/researcher as liaison to Medical Center Committees.

  • Interacts with students, clients, other faculty, and staff.

  • Supports technology transfer and corporate alliance participation activities.

  • Interacts with Supervisors or staff of areas being supported regarding needs or resolution of problems.

  • Serves as liaison to, and is knowledgeable of processes required by, other hospital business departments such as Accounts Payable and Purchasing

  • Equipment Purchasing Management (10%)

  • Assists in recommending and procuring equipment, making allocations within the department or budget.

  • Initiates and/or authorizes orders regarding space, equipment (including repair), supplies, and services.

  • Serves as liaison to central facilities, purchasing, or custodial departments.

  • Initiates all supply orders and follows through to receipt and payment.

  • Other duties as assigned (5%)


  • Strong verbal and written communication skills.

  • Exceptional multitasking and organizational abilities. Able to complete tasks efficiently and accurately with minimal supervision.

  • Operate standard office equipment; PC, telephone, printer, fax machine, etc.

  • Advanced skills with computer-based systems.


  • Adheres to all departmental and organizational policies and procedures.

  • Committed to accomplishing goals in a team setting.

  • Exceptional customer service.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

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

How To Apply

All applicants must apply online.

The University of Rochester is an Equal Opportunity Employer.