University of Rochester Administrative Asst in Rochester, New York


Full Time 40 hours Grade 051 Emergency Research Admin


8 AM-5 PM


Position Summary:

With minimal direction and latitude for independent judgment, manage the general office and related administrative services for the Department of Emergency Medicine Research division. Serve as the principal assistant to the research leadership in support of our academic mission. The individual in this position supports the Research Director and Administrator overseeing the administrative and financial aspects of the research program and serves as a resource to the Department’s faculty, staff and trainees.

The individual in this position deals with highly confidential information, must be able to work with limited supervision and exercise independent judgment as well as understand and communicate University and Departmental policies and procedures, analyze situations, and make judgments to facilitate desired outcomes.

Grants Management

Provide support for large, independent research grant submissions, resubmissions, and renewals including pre- and post-award grant management, preparation of proposal sign-off forms for grant proposals. Assist in budget development, preparation and submission including compilation of materials, proofing and editing, as well as knowledge of specific applications and submission guidelines used by various sponsors. This support includes skills and expertise related to the use and integration of advanced graphics software packages, and coordination of multiple documents generated from numerous sources. Independently obtains source material for research grants and keeps abreast of the latest changes in grant submission requirements and formats.

Oversee and coordinate maintenance and monitoring of budgets and monthly reconciliation of expenses for each grant as per the grant stipulations as regulations and rules can be different for each project and for each funding agency.

Maintain research related records and track grant, research and publication activity for monitoring and reporting purposes.

General Administration

Assist the Research Administrator in overseeing assigned aspects of the Research Division’s administrative operations, as well as assist with operational review and process design and redesign. Provide schedule support, travel arrangements, data gathering, and spreadsheet preparation.

Manage staff orientation and training requirements for new staff including tracking and documenting the completion of all mandatory competencies and annual requirements. Manage and document time away requests and My Activities effort reporting.

Coordinate and prepare confidential correspondence and memos, as well as material for meetings. Coordinate assigned meetings, announcements and special functions.

Other duties as assigned


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Excellent organizational and office management skills required; meticulous attention to detail is critical in addition to the ability to manage several projects at once. Excellent communication and interpersonal skills. Experience in research administration is highly preferred. CLASP certification and Workday financial application experience preferred. Candidate lacking CLASP certification will successfully obtain certification within 18 months of hire.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: School of Medicine & Dentistry

Job ID: 206882

Regular/Temporary: Regular

Full/Part Time: Full-Time