Department Coord IV (L50)
Provide administrative support and project management for the newly formed Institute for Human Health and the Environment (IHHE) housed in the Department of Environmental Medicine. Working with the Institute Director, Research Program Manager, and program pillar leaders (Career Development and Education, Research, and Engagement) provide administrative support for all aspects of IHHE. Provide support to faculty and the Research Program Manager in the Department of Environmental Medicine and Environmental Health Sciences Center (EHSC).
Works closely with the IHHE Director, pillar leaders, and leadership teams, to assist with planning, organizing, implementing, and evaluating IHHE programs. Program management activities include developing monthly and yearly action plans, monitoring programmatic resources, recommending process improvements, and providing ongoing administrative support for IHHE meetings, events, and initiatives.
Logistical assistance with planning and executing IHHE events, including seminars, workshops and retreats. Responsibilities include advertising/publicity; reserving rooms/facilities for events; in-person and virtual technology; speaker invitations; travel and hotel accommodations for external speakers, etc.
Facilitate communication about the IHHE to raise awareness of IHHE activities and accomplishments both internally (within the University of Rochester and Medical Center) and externally. Work with University Public Relations and URMC Communications, and other individuals and groups as appropriate to create and maintain written, web-based, social media, and graphic communication materials to promote and share IHHE activities and accomplishments.
Work with IHHE director and pillar leaders, assist in organizing, establishing, and administering programs to support IHHE, research catalyst grants and community based grants. Duties include distributing the program request for applications (RFA) to various communication outlets, facilitating the application process, organizing application reviews, processing awardee notifications, and collecting information (data, data summaries and other information) for annual progress reports. Ensures research complies with mandated pre-award reviews (IRB, UCAR). Manage a database of information about funded or co-funded programs (e.g., publications, new grants, accomplishments) for annual progress reports and programmatic evaluations. Works with research program manager to establish account set up and monitoring for funded projects.
Plan and coordinate meetings for department chair, research program manager, and other faculty, as needed; manage calendar for department chair.
Working with the chair and research program manager, keep track of primary and secondary reappointments for all faculty in the Department. Frequently check faculty database so that faculty reappointments are prepared and submitted to the Dean’s Office on time to avoid lapse in appointment and meet MEDSAC and Board of Trustees deadlines. Maintain faculty CVs in eCV database as needed.
Plan and coordinate seminar series for the department and Environmental Health Sciences Center (EHSC Seminar Series), to be co-sponsored by IHHE. Working with the faculty coordinator for the EHSC seminars, contact invited speakers and develop schedules for their visits (either in-person or virtual); follow-up as needed. Complete and process SIRs, expense reports, and P-card forms as needed for invited speakers, students & post-docs. Reserve seminar room for seminars and ensure the appropriate media are in place for the seminar. Publicize the seminar within the department, EHSC, and IHHE, as well as throughout the Medical Center and University.
Contact EHSC Pilot Project awardees to schedule their presentations at monthly faculty meetings well in advance of their presentation date. Update Pilot Project database to record compliance with this requirement of awardees, and collect information (e.g., publication and funding history and other information) for annual progress reports.
Responsible for maintaining a safe and efficient office environment by working with Facilities, Environmental Services and outside vendors. Maintain schedule for department conference rooms and ensure they are set up for classes, seminars, and monthly faculty and staff meetings. Serve as point of contact for Facilities requests and follow-up. Order and maintain inventory of supplies for the office and general supplies for departmental laboratories.
Other duties as assigned
Associate’s degree required.
3 years of progressively responsible administrative support, including lead experience required.
Or equivalent combination of education and experience required.
Knowledge of University policies and procedures, familiarity with personal computers and MS Office (MS Word, PowerPoint, Excel, etc.) preferred.
Must have the ability to manage multiple activities under pressure and demonstrated ability to meet deadlines. This position requires good judgment, independent thinking, effective organization and multi-tasking skills. Strong interpersonal and communication skills, including written communication required.
Must be organized, detail oriented, able to work in a team environment, and be able to anticipate needs, prioritize assignments and proactively resolve issues/problems 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: $20.92 - $29.29 Hourly
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