Administrative Asst

Rochester, NY


Position Summary:

With general direction and considerable latitude for independent judgment and decision-making, the Administrative Assistant provides support to the Office of the Vice President for Research maintaining an effective, efficient, and professional office environment. The position is responsible for representing the Office of the Vice President for Research in a professional manner to a variety of internal and external constituents, including trustees, senior executives, deans, faculty, staff, students, alumni, community members, the Office of the Provost, and the Office of the President. This position requires a person with sound judgment, professionalism, attention to detail, outstanding communication skills, and the ability to maintain confidentiality.

Overview of Responsibilities:

Administrative Support for Office of the Vice President for Research

Provides administrative support the Office of the Vice President for Research team who work closely with deans, vice presidents, and senior members of University administration, along with external members of the community representing the Office of the Vice President for Research.

  • Provides direct support to the Vice President for Research, Associate Vice President for Research, and the Director for Research, which could include handling time sensitive confidential assignments; direct liaising and communication with the Office of the President, Office of the Provost, and Board of Trustees; completing Human Resources (HR) related requests in the HR system; and processing requests for the Vice President’s signature.

  • Provides calendar management for all members of the Office, including planning and scheduling committee meetings overseen by the Vice President and/or Associate Vice President and assisting in special events, training, and seminar planning sponsored by the Office of the Vice President for Research.

  • Serves as the principal point of contact for the Office of the Vice President for Research; manages logistics associated with guest visits; triages incoming communications to the Vice President and the Office of the Vice President for Research team.

Communications and Operations Support for Office of the Vice President for Research

  • Prepares and assists with presentation materials for internal and external meetings and conferences.

  • Arranges complex domestic and international travel and prepares detailed travel itineraries.

  • Processes advance travel requests and expense reports.

  • Exercises independent judgment in developing correspondence, emails and other forms of communication on behalf of the Office of the Vice President for Research.

Office Management and Administration

Manages the daily operations of the Office of the Vice President for Research:

  • Arranges logistics for office moves and manages office equipment including copiers, telephones, computers, sorts and distributes mail, arranges overnight packages

  • Orders and maintains all necessary office supplies for the Office.

  • Supervises any student workers.

Financial Administration

  • Processes all invoices using Workday/P2P.

  • Processes all journal entries as needed.

  • Maintains complete listing of the Office of the Vice President for Research accounts.

  • Prepares travel and conference reimbursement reports for the Vice President for Research and others within the Office as assigned. Reviews for accuracy and compliance with University policy, and submits to central Finance for final reimbursement.

Other duties as assigned.

Position Requirements:

  • Associate’s Degree or Bachelor’s Degree, or an equivalent combination of experience and training preferred.

  • 2-5 years or more of relevant office administration experience preferred.


Attention to detail, excellent professional and interpersonal skills, ability to interact effectively with senior administrators, faculty, staff, and students. Strong communications skills (verbal and written) and good organizational skills. High proficiency with Microsoft Office is 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

Location: Central Administration
Full/Part Time: Full-Time
Schedule: 8 AM-5 PM

Current Search Criteria