Administrative Asst

Rochester, NY


Position Summary:

With direction from the Pre- Post-Award/Finance Admin II and Education/HR/Operations Admin II, the Pre- Award/Operations Administrative Assistant (AA) will assist with grant proposal submissions, coordinate the department’s seminar program, and provide administrative support for department operations. With some direction, in a confidential manner, and with considerable latitude for independent judgment, the Pre-Award/ Operations AA will perform administrative and data entry duties for all personnel in the Department of Pharmacology and Physiology Office and the Anesthesiology Sponsored Research and Education Business Center. Perform office duties requiring advanced administrative and data entry skills, customer service proficiency, and the ability to shift from varying priorities. This position requires the ability to communicate on a professional level with faculty, staff, students, and other departmental personnel from diverse backgrounds, as well as the ability to work independently and as part of an experienced, and highly effective administrative team. Duties will vary depending on daily/weekly priorities.


Pre-Award Activities:

  • The Pre-Award/Operations Administrative Assistant will assist the Pre-Award/Post-Award/Finance Administrator II on the submission of all sponsored research proposals, progress reports, training grants, center grants, and fellowships for department and Sponsored Research Business Center. Format documents, proofread, prepare, assemble and organize information and documentation for use in submission of proposals. Will prepare documents for the submission of pre-award (Just- In-Time) information for the Department and in the Sponsored Research Business Center faculty. The Administrative Assistant will have extensive use of IORA, NIH COMMONS and ASSIST, UR Financials/Workday, and

  • URGEMS systems for reporting and analysis of faculty research grants.


  • Assist the Education/HR/Operations Admin II with facility-related projects for repairs and/or renovations of departmental space. Work with Facilities, space planners, and contractors on renovations to ensure departmental and faculty needs are met, and to comply with federal regulations governing renovations (e.g., American Disabilities Act, fire safety, etc.). Assist with the development of the department’s space plan and make recommendations to the Chair for the reassignment of new or existing faculty, services, or centers (e.g., equipment, computing rooms, research core facilities, etc.). Oversee procurement of furniture and equipment for renovated or reassigned areas. Participate in institutional projects related to the management and reporting of departmental space, and equipment on-line databases, for data gathering and to comply with department requirements for the negotiation of the institutional indirect cost rate. Assist with the development and implementation of institutional plans, such as Evacuation Plan, or other operational/space-related plans as directed by the Chair or Education/HR/Operations Admin II. Ensure departmental personnel are in compliance with institutional and federal laws that govern research (e.g., chemical hygiene program, radiation safety, etc.), and those specific to a medical center (e.g., ICARE, HIPAA, Equity and Inclusion, etc.). Will manage the inventory and assignment of keys and swipe access for the department. Will serve as a department P-Card holder responsible for ordering for the department and reconciling transactions in URFinancials. Manage conference room reservations using Microsoft Outlook. Maintain and update Department Website.

Seminar/Colloquia Program Coordinator – Courses:

  • Coordinate activities involved in bringing in named lecturers to department, including making travel and hotel arrangements, developing detailed itineraries, as well as coordinating lecture arrangements, meals, and processing payments. Arrange for guest speaker’s travel, schedule, announcements, and oversee guest entire stay, including travel reimbursements.

  • Coordinate scheduling of the departmental student colloquia program. Cross-train in course administrative practices and the various systems used for colloquium course administration. Provide assistance to Education Admin II as needed. May serve as course coordinator for one or more department course(s), working directly with Education Administrator and Course Directors.

Equipment/Space Management:

  • Manage department equipment inventory and ensure that departmental data in ACCESS, URSpace, and URGEMS is maintained. Manage equipment tag program. Receive, coordinate and tag all new capital equipment, and process departmental forms. Responsible for gathering and reporting on data in the institutional space survey. Responsible for reviewing all computer equipment purchases to ensure specifications with University standards are met. Will obtain quotes from the URTech store and process requisitions for purchases for all faculty and staff. Submit requests to ISD/IT for technical assistance for service issues, etc. Process requests for shared drive access for all personnel, as needed. Will oversee departmental shared scientific equipment repair and maintenance, working with Facilities and scientific vendors as needed. Identify existing laboratory staff in the department to properly train new laboratory personnel on proper use of shared equipment. Responsible for the annual shared equipment maintenance/service agreements. Make recommendations to Chair and Leadership Team for repair and/or replacement of shared equipment as needed. Oversee, and keep current with Departmental Emergency Plan.

  • Ensure updated departmental listings and safety-related information is in Emergency Files. Keep Emergency Plan up-to-date. Serve as Emergency Plan Coordinator for one of two emergency site locations.

Office Operations:

Tasks include sharing responsibility with other administrative staff members for data entry in URGEMS encumbrance accounting database, data entry into other departmental and institutional databases, retrieving and sorting mail, and for opening/closing central departmental areas including equipment rooms, conference/seminar rooms, and computer room. Manage the planning of periodic departmental events, such as the winter gathering, departmental picnic etc.

Other projects and job duties as assigned.


  • College degree and/or equivalent combination of education and experience required

  • At least three years of experience, including one year in a position which demonstrated the ability to work with minimal supervision preferred.

  • Proficiency in the use of computers and related software (Word, Excel, Access, Outlook). Will train on University-based software programs, e.g., URGEMS, IORA, URFinancials/ WORKDAY, Blackboard, and various on- line grant proposal systems (e.g. NIH ASSIST, ProposalCentral,, etc.) required.

  • Candidate should possess good problem-solving skills. Ability to listen, convey, or exchange information both independently and in a teamwork environment. Must possess excellent interpersonal skills and interact with others in a professional manner. Ability to work on multiple projects with different people in a pleasant, professional, and timely manner.

  • Strong attention to detail, accuracy, organizational skills, and communication skills (including written communication) are essential.

  • CLASP, URGEMS, P2P, UR Financials preferred

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: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051
Schedule: 8 AM-4:30 PM

Current Search Criteria