University of Rochester CTSI Secretary in Rochester, New York


Full Time 40 hours Grade 009 Clin & Trans Science Institute


8 AM-5 PM


Position Summary:

With minimal direction and considerable latitude for independent judgment, and acting as part of a professional collaborative team, assists the Clinical and Translational Science Institute (CTSI) Administrative Manager with operational support for CTSI activities. The CTSI Secretary will join the central administrative team of the CTSI, providing a range of support to several CTSI-managed activities.

Specific Responsibilities:

With general guidance as to priorities, and with considerable latitude for independent judgment:

Provides general administrative support for department management, assisting the CTSI Administrative Manager with routine and ad-hoc activities necessary for operation of a large and growing University institute. Gathers necessary information and drafts reports and confidential correspondence. Assembles information for and assists in preparation of budget requests; maintains confidential departmental budget, account information, personnel and payroll records. Provides coordination of other day-to-day CTSI activities as requested by the CTSI Administrative Manager. Serves as a resource for CTSI staff, faculty and other University members.

Assists with processes critical to the operation of the Clinical Research Center (CRC), including scheduling of meetings, maintaining databases, facilitating a protocol-approval process, data entry, protocol tracking, and resource-usage tracking. Manages protocol amendment process and agenda and meeting notes for CRC leadership meetings. Supports the leadership of CTSI-managed resources and facilities.

Assists with processes critical to the operation of CTSI-managed education programs, supporting the Director of Research Education and a range of programs. Duties include scheduling of meetings, maintaining databases, data entry, activity tracking, and resource-usage tracking.

Assists with processes critical to the operation of the CTSI Informatics Core, supporting the Director of Informatics and a range of programs. Duties include scheduling of meetings, maintaining databases, data entry, activity tracking, and resource-usage tracking.

Maintains files and office-supply inventory and manages the workflow for receiving, processing and fulfilling requests for office supplies. Coordinates consistent documentation of personnel information in department and University data systems, maintaining current and accessible personnel directories. Coordinates use of department conference rooms and maintains consistent conference room appearance.

Coordinates the CTSI Seminar Series, managing scheduling and all logistics related to the seminars.

Assists the CTSI Finance Team in preparing routine forms for processing.


  • 2 years of post-high school education in secretarial studies or the equivalent; at least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation; or a combination of formal training and experience equivalent to the above.
  • Proficiency in Word, Excel, and PowerPoint; experience with various data systems a plus.
  • Strong attention to detail and ability to maintain confidentiality on sensitive matters.
  • Strong communication and interpersonal skills.
  • Ability to work independently and collaboratively with a team.

The University of Rochester is committed to fostering, cultivating and preserving a culture of diversity and inclusion. The University believes that a diverse workforce and inclusive workplace culture enhances the performance of our organization and our ability to fulfill our important missions. The University is committed to fostering and supporting a workplace culture inclusive of people regardless of their race, ethnicity, national origin, gender, sexual orientation, socio- economic status, marital status, age, physical abilities, political affiliation, religious beliefs or any other non-merit fact, so that all employees feel included, equal valued and supported.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: CTSI Secretary

Location: School of Medicine & Dentistry

Job ID: 208601

Regular/Temporary: Regular

Full/Part Time: Full-Time