Business Administrator I

Rochester, NY


Supports administration and management activities within the Department of Microbiology and Immunology, and the Center for Vaccine Biology and Immunology. In coordination with faculty directors, plans, organizes and coordinates NIH funded training programs and the departmental undergraduate program track. Responsible for planning and executing the Departmental Seminar Series and Annual Retreat, including being the point of contact for visiting speakers, assisting with travel arrangements, and budgeting. Assists with event planning, expense reimbursements, supplier invoices and and administrative tasks while working under general direction. Acts as backup if needed for administrative staff, and assists with special projects as directed.


  • Independently manage 2 NIH T32 training grants. Review all grant applications and award notices to ensure thorough understanding of budget and project dates. Prepare appointment, reappointment and termination forms and letters internally and in xTrain. Work closely with trainees and PIs to ensure programmatic requirements are met. Notify PIs when appropriate regarding dates when trainees will be coming off and when slots will become available. Make recommendations for trainee appointments, use of funds and improvements to programs. Ensure trainee costs are appropriate and charged to correct budget year. Prepare all close out documents, and assist PIs with annual, interim and final progress reports. Plan and execute annual External Advisory Board meetings. Maintain database of history of current and past trainee information and work with external evaluators as appropriate. Work closely with PIs and Assistant Director to prepare competing renewals and respond to supplemental funding opportunities.

  • Coordinates MBI PREP and Undergraduate programs. Interfaces with Office of Graduate Education and Postdoctoral Affairs and River Campus personnel regarding our applicants, accepted/rejected trainees, paperwork, etc. Assists Program Directors with planning annual PREP Symposia, external evaluator visits and other events. Works with undergraduate faculty coordinator to maintain student enrollment spreadsheets. Plans undergraduate events and sends correspondence as requested. Additionally, plans and executes departmental diploma ceremony for undergraduate students. Coordinates and attends meetings as appropriate.

  • Plans and organizes Departmental Seminar Series (weekly), and Annual Department Retreat for faculty, staff and trainees. In conjunction with a planning committee, secures keynote and other speakers, venue, caterers, posters for poster session. Prepares all communications regarding the retreat, develops itinerary and travel arrangements, meals and reimbursements. Monitor expenses to ensure that they align with budget. Plans other departmental events throughout the year, i.e. faculty dinners, annual departmental picnic, award receptions and other gatherings.

  • Maintain departmental website. Update faculty, student and alumni information as needed, and collaborates with faculty to update lab websites. Works with faculty, Assistant Director, and Academic Administrator to provide timely departmental and university updates on TV Monitor. Communicates university updates and publicizes relevant events through SMD to appropriate audience.

  • Works closely with Department Chair, Assistant Director, and Academic Administrator to plan and execute other department-wide events throughout the year, i.e. faculty dinners, semi-annual departmental picnics, award and graduation receptions, holiday party, and other gatherings. Ensures events stay within budget, and provides administrative support to MBI Student Council as needed.

Other projects and job duties as assigned.


  • Bachelor’s Degree required.

  • 1 year experience in business operation or administrative role; or an equivalent combination of education and experience required.

  • 2-3 years of related experience with NIH training programs preferred.

  • Adept at learning new technologies to perform data entry, manage calendars, and creating reports required.

  • Excellent written and verbal communication skills required.

  • Strong time-management and organizational skills required.

  • Knowledge of Microsoft Office Suite, internet search techniques, and ability to learn new software quickly required.

  • Proficiency using eRA Commons, xTrain, or NIH RePORTER preferred.

Ability to work well with others as part of a team as well as independently 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

Pay Range

Pay Range: $47,972 - $67,161 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