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University of Rochester Secretary, Microbiology & Immunology - 218207 in Rochester, New York

Secretary, Microbiology & Immunology Job ID 218207

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

Full Time 40 hours Grade 009 Microbiology & Immunology M&F




Position Summary:

With minimum direction and some latitude for initiative and independent judgment, support MBI courses, data entry and reconciles expenses on university accounts using GEMS and UR Financials. Serves as assistant to the department for a variety of tasks, including student paperwork, scheduling of meetings and seminars. Works directly with the Administrator of the MBI Graduate Program on many aspects of our PhD and MS programs.

Requires knowledge of grant accounting cost principles, UR Financials and URGEMS. Responsible for scheduling meetings and travel for UR faculty and guest lecturers. Performs routine and non-routine duties involving some complexity and variety. Duties require advanced secretarial assistance, accounting and computing skills and demonstrated proficiency in an administrative office setting. Requires excellent organizational and interpersonal skills and attention to detail. Must be able to work independently or with a team, as appropriate, and handle multiple priorities and requests. Works closely with Microbiology & Immunology Faculty, Department Administrator, Administrator of Graduate Program, support staff, students, and other trainees. CLASP certification required.


  • Supports courses: MBI 501 (Graduate Student Seminar) and MBI 580 (Research in Progress), MBI 403 (Drug Discovery), MBI 406 (Biomanufacturing) courses and weekly departmental seminar program. Coordinates all aspects of these courses/programs. Works independently with course directors and visiting speakers to ensure the yearly schedules are filled completely, all travel and event arrangements are made in a timely manner, and that visitors are attended to and reimbursed appropriately. Works with and advises students on student-hosted seminars, monitoring their expenses to ensure budget is followed. Monitor expenses for course and programs, work with department administrator, training grant administrators and other department personnel to ensure expenses are correctly shared between areas and accounts.

  • Coordination of MBI M.S., Team M.S. and Undergraduate MBI program. Prepares paperwork, schedules, payments and reimbursements. Interfaces with Office of Graduate Studies and River Campus personnel regarding our applicants, accepted/rejected trainees, paperwork, etc. Works with second year students to plan annual fall departmental picnic. Sets up events, poster sessions, meetings. Plans and attends commencement for undergraduate students. Attends meetings as appropriate.

  • Input data into URGEMS regarding accounts and expenditures related to them, and reconcile non-salary expenses. Ensure complete and accurate data, initiate corrective action and recommend solutions as appropriate. Responsible for understanding and complying with UR accounting standards. Work closely with Department Administrator and Financial analyst to resolve problems concerning these accounts. Run reports in UR Financials and prepare excel spreadsheets as necessary.

  • Prepare and maintain student 506 forms, making necessary changes throughout the year.

  • Plans and organizes yearly MBI retreat for faculty, postdoctoral fellows, staff, students and external attendees. Secures keynote and other speakers, venue, caterers, posters for poster session. Prepares all communications regarding the retreat, arranges schedule, overnight accommodations, meals and reimbursements. Monitor expenses ensure that they align with budget. Plans other departmental events throughout the year, i.e. faculty dinners, award receptions and other gatherings.

  • Serve as primary contact for all facility needs such as Renovations, Housekeeping, University Facilities, Movers, Telecommunication.

  • Works with the Executive Director of the UR Broadened Experiences in Scientific Training (URBEST) Program to monitor trainees are meeting requirements, all necessary paperwork is submitted, invoices are paid and reimbursements are made from the correct accounts.

  • Maintains Department website and TV monitor. Orders supplies for offices and some laboratories. Other duties as assigned.


    Education: 2 years of post high school education in secretarial studies or the equivalent.

    Experience: 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.

    Technical: Advanced secretarial skills. The ability to take dictation at 100 words per minute. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers.

    OR a combination of formal training and experience equivalent to the above

    Preferred Qualifications

  • Knowledge of Microsoft Office and Excel, University of Rochester policies and procedures, UR Financials, URGEMS preferred.

  • Must be CLASP certified at the time of hire or as soon as possible after hire date.

  • Strong communication skills, including written communication.

  • Strong attention to detail, organizational and interpersonal skills.

  • Ability to work both independently and with a team of others.

    How To Apply

All applicants must apply online.

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