Administrator II

Rochester, NY


Serves as administrative and business manager in planning, directing and coordinating the Center for Vaccine Biology and Immunology. Acts as liaison and has extensive contact with University and Medical Center administration, project sponsors, participating centers and regulatory agencies. Serves as the chief financial officer (CFO) of the Center managing total operating expenses (including both intramural funds and extramural research awards) in excess of $10.3M on an annual basis. Responsible for overall center administration and related duties requiring experience with policies, procedures, and practices of the University.


Pre Award Portfolio Management

Assists principal investigators in pre-award activities; Includes working closely with principal investigators to prepare research proposals, contracts and subcontracts; including interpretation of funding requirements and regulation and budget development and preparation. Evaluates budgetary needs, and designs and prepares grant and contract budgets for correct calculation of expenditure categories such as salaries, percentage of effort, fringe benefits, materials, equipment, animal, human subjects, facilities and administrative costs. Serves as primary liaison with ORPA during pre-award process

Post Award Portfolio Management

Meets with Principal Investigators (PI), research staff, and others as appropriate to review budget status and receives programmatic updates that impact projects. Reviews account ledgers and financial responsibilities with PI; reviews and makes recommendations regarding staff allocations and spending priorities for assigned portfolio. Review Notices of Award for accuracy and impacts to project. Manages invoicing of sponsors, subcontracts, and administration of other financial transactions pertinent to fiscal success of project. Works with Principal Investigators on progress report submissions, terming projects, extension requests, and processing close out of grants. Identifies funding changes and approaching project end dates to identify funding gaps and suggest new funding opportunities or reassign underfunded grant personnel. Works with staff accountant(s) to prepare and maintain projections for various awards and complete report of expenditures.

Develops and controls annual operating budgets, working closely with SMD Finance to ensure we are on target with funds flow models and managing/monitoring annual operating expenses. Drafts reports and documentation as necessary for Center Director and URMC administration.

Leadership and Compliance Management

Oversees the day to day activities for the administration team to ensure compliance with institutional policies and expectations, including but not limited to, URGEMS shadow system, Effort Reporting, Plan Confirmation System Review, UR Space and financial ledger control. Responsible for keeping up to date with university and industry regulations, and disseminating and implementing policies within the department to ensure compliance. Manages and creates processes to meet sponsor proposal and reporting deadlines. Implements best practice improvements to achieve maximum efficiency and effectiveness in research operations.

Center Human Resource Management:

Responsible for all human resource issues for the Center for Vaccine Biology and Immunology (CVBI) and the Immunotherapy Cancer Center. Hires, trains, supervises and evaluates administrative and program staff, and makes recommendations on laboratory staff. Advises faculty and staff on all aspects of human resource administration, including supervision, performance evaluation, compensation, disciplinary actions, lay-offs, terminations, benefits, etc. Coordinates and oversees annual performance evaluations for all personnel in these areas. Works closely with Center Director on faculty recruitment and appointments as well as reappointments and promotion packages for active faculty (primary and secondary appointees). Serves as payroll manager for these areas. Acts as liaison with departments of Human Resources, Benefits, HR Service Center, and Payroll. Communicates effectively and regularly with staff to set priorities and ensure successful completion of work.

Center Diversity and Inclusion officer:

Serves as the point of contact within the center for all issues of diversity and inclusion. Proficiently document and refer staff, faculty and trainees to OEI utilizing reporting form. Quarterly and annual reporting on culture and climate within center to OEI. Attend monthly DI officer meetings, and facilitate monthly MBI/CVBI DEI Council meetings in tandem with MBI DI officer.

Additional Dutes

  • Provides high-level support in managing faculty. Compiles faculty recruitment, retention and summary data. Drafts and maintains on file letters of support and confirmation of employment. Manages CVs and biosketches for faculty, including MyNCBI and publication compliance and other support. Coordinates faculty appointments, reappointment and promotions.

  • Provides guidance and advice to the Center Director and Program Directors on administrative and fiscal activities, especially in terms of strategic planning and problem resolution. Makes recommendations and prepares correspondence, analyses and reports in support of our planning and problem resolution.

  • Represents the Principal Investigators or Program Directors to outside organizations involved in our research, teaching and other interested parties. Acts as a resource in working with other departments of the University and Medical Center. Serves as a member of various administrative committees and provides guidance to new administrators to the Medical Center.

  • Functions as the primary administrative contact with other departments, universities and other organizations involved with the multidisciplinary conduct of research and training programs housed in the Center.

Other duties as assigned


  • Bachelor’s degree required. Master’s degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable.

  • 5 years relevant experience including at least 2 years at a managerial level required

  • or equivalent combination of education and experience

  • Strong interpersonal, presentation, and communication skills, including written communication.

  • Strong analytical skills, problem-solving ability, and ability to work both independently and collaboratively within a team.

  • Strong organizational skills, attention to detail, and ability to manage multiple projects and priorities.

  • Must achieve and maintain CLASP Certification within 1 year.

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

Pay Range

Pay Range: $58,000 - $113,000 Annually

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time