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University of Rochester Administrative Manager, UR CABIN Neuroscience - 228333 in Rochester, New York

Administrative Manager, UR CABIN Neuroscience Job ID 228333

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

Full Time 40 hours Grade 052 Neuroscience


8 AM-4:30 PM


Position Summary:

With minimum direction and considerable latitude for independent judgment, serves as Administrative Manager (AM) to the University of Rochester Center for Advanced Brain Imaging and Neurophysiology (UR CABIN). Directly provide routine and non-routine support and problem-solving as needed. The AM performs, supervises, coordinates and/or monitors the work activity of the center, develops goals and objectives and is responsible for collaborating on annual operating budgets for the department. The AM will maintain a positive work environment by performing and communicating in a respectful and professional manner with faculty, coworkers and supervisors. Occasional evening and weekend work is possible.

Supervision and Direction Received:

Receives minimal direction from the Del Monte Institute for Neuroscience (DIN) Executive Director, working collaboratively with the Chief MRI Technologist.


25% Operations Management – Leads the overall administrative operation of UR CABIN . Implements procedures for enhancing levels of service and quality. Demonstrates skill in resolving difficult circumstances and conflict resolution. Develop policies, procedures, and auditing mechanisms for standardized workflows with communication to appropriate stakeholders that are coordinated with Neuroscience Leadership. Develops guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying processes as necessary. Responsible for all aspects the Center’s scheduling system using Calpendo, the online scheduling system. Establishes performance improvement goals for CABIN operations, in alignment with goals and objectives of the UR CABIN and DIN. Also responsible for organizing, scheduling, and performing new user MRI safety training and educational programs. Routine and non-routine interaction via written and phone communication with internal and external customers. Assists in facilities planning; determines need for and recommends equipment, repairs and supplies. Represents the department in obtaining any support services.

15% Financial Administration - Develops annual budget, and provides financial monitoring of expenditures and related purchases. Develops annual service center budget. Assures monthly reconciliation and analysis of University FAO reports is completed, provides problem resolution for any revenue or expenses. Assesses trends and variances in financial reports. Responsible for all aspects of monthly invoicing of user fees. Initiates requisitions and represents the department in obtaining any support services.

20% Manage Protocol Onboarding Process - The administrative manager is, in many cases, the first contact for new investigators who wish to submit a protocol for review by the RSRB UR CABIN Ancillary Committee. The AM will assist investigators in the preparation of protocols by providing specific advice in such areas as the calculation of a budget for charges. In addition, the AM will develop guidelines which aid investigators in producing a protocol which is complete, focused and well-prepared for review by the RSRB UR CABIN Ancillary Committee. The AM will act to insure the adequate input of other members of the management team in either the preparation or the pre-review of protocols. The AM also directs the process for new studies requesting access to UR CABIN. This includes management and initial review of the RSRB UR CABIN Ancillary Committee. Prepares all information for scientific, safety and resource review. Provides prompt documentation between the Advisory Committee and investigators including creating follow-up letters and correspondence. Sets up orientation for new protocols once study approved. Develops and maintains an organized SharePoint website, which hosts all project files for UR CABIN.

15% Report generation and analysis - Establishes and maintain information contained in the numerous databases required for the operation of UR CABIN, including information from the on-line Calpendo Software system and other databases which cover all UR CABIN projects (both inactive and active). Prepares and develops new databases as needed. Makes recommendations to improve the operational standards based on reports and data using surveys developed by the Administrator. Manages and ensures accurate files for all UR CABIN projects, in the appropriate format. Maintains other records as needed. Creates and provides reports and audit files regularly for compliance. Generates ad hoc reports as requested by CABIN leadership. Develops, creates and distributes the annual progress report questionnaire to all active investigators for the annual progress report on the UR CABIN. Develops all aspects of annual progress report. Assures all publications that used UR CABIN’s resources are included in the report. Assures information is completed in an accurate and timely manner. Updates databases based on results of the questionnaires and distribute to Neuroscience leadership.

5% Faculty Support- Initiates and tracks unfunded legal agreements between UR, collaborating universities, Siemens Healthineers and ORPA. On-boards all external collaborating faculty through visiting/adjunct professorships.

5% Human Resources (HR) Management and Support- Provides program management support to staff to ensure compliance with University policies and procedures. Advises staff on all aspects of HR administration, including hiring, supervision, University policies and procedures. Identifies and coordinates use of University resources to troubleshoot issues such as IT, facilities, and finance, and works to support staff development and a high functioning team. Ensures MRI technologists’ practicing licenses, research and CPR certifications are up to date. Assures timely and thorough employee performance appraisals are completed by supervisors. Initiates external students into UR SMD internship or observation programs for external studies.

10% Marketing –Work with department and institutional marketing teams to develop and maintain content updates on the UR CABIN website, review quarterly, and update as needed. Provide focus on marketing of center, with appropriate social media as needed.

5% Other projects and job duties as assigned.

Education & Requirements:

  • Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business. Prefer 2-4 years of experience in an academic setting or clinical imaging department.

  • Proficient in Microsoft Outlook, Excel, Word, PowerPoint. Understanding of UR Finance helpful.

  • Proven ability to interact with all levels of faculty and staff in a professional manner.

  • Excellent interpersonal, presentation, and communication skills (including proven writing skills) focused on customer service.

  • Attention to detail and organizational skills are a must.

  • Strong technical skills and the ability to quickly learn new programs, software, and workflows.

  • Shows initiative and resourcefulness in managing multiple priorities and takes responsibility for accomplishing their own work.

  • Works collaboratively and maintains confidentiality of information at all times.

    How To Apply

All applicants must apply online.

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