Administrative Assistant IV

University of Rochester•City of Rochester, NY

2d•$21 - $30•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Serves as the administrative assistant to at least 3 faculty members in the Division of Supportive Care in Cancer in the Department of Surgery. The Administrative Assistant will encounter a variety of issues and work on a daily basis. They are required to function with minimal direction and considerable latitude for independent judgement. Responsible for managing one's time and following up on items/tasks as appropriate. Is responsible for considerable faculty administrative support and duties requiring extensive experience with policies, procedures and practices of the University. The ideal candidate will have a significant background in administrative support related to scientific research, and will have the ability to balance multiple tasks and adjust to changing priorities and challenges in a large, busy research environment. Receives general supervision from the Division Business Administrator II.

Requirements

Associate's degree and 2 years of relevant administrative experience required
Or equivalent combination of education and experience
At least 2 year of relevant administrative office experience required
Excellent communication skills, including written communication, and willingness to quickly learn and adapt to new systems and changes in institutional priorities and policies required.
Ability to maintain confidentiality required
Exceptional organizational, time management and administrative skills required
Strong communication skills, both verbal and written required
Ability to exercise independent judgment; attention to detail.
Ability to handle several projects simultaneously, prioritize and shift priorities quickly preferred.
Strong technical skills, including a high level of proficiency in Microsoft Office required
Excellent attention to detail, organizational and interpersonal skills required, with the ability to work in a team environment preferred.

Nice To Haves

Bachelors degree preferred
Advanced administrative skills preferred.
Knowledge of University accounting system, institutional and sponsored policies and practices, particularly related to allowable and unallowable costs preferred.
Experience with Workday, UKG, academic CV’s, NIH biosketches, NIH grant components and submissions preferred
CLASP certified preferred

Responsibilities

Proactively and effectively manage the time and calendar for the at least 2 faculty members, choosing or recommending among competing demands on time, referring matters to be handled by others and controlling access to them.
Represents the faculty in contacts with University leaders, other faculty, government officials, relaying (and often anticipating) instructions, preferences and concerns, and obtaining reports or recommendations. Assures that University officials and others concerned are informed of decisions. Anticipates the needs from and obtains background material for decisions and conferences.
Compiles, edits, checks for accuracy material for reports, grants, correspondence, publications and presentations.
Prepares, maintains and updates essential faculty based documents, including CVs, NIH biosketches, Other Support, mentoring tables, grants and funding tables, ongoing projects tables, etc. Preparing and submitting publications to MyNCBI as needed to maintain compliance with NIH Public Access Policy.
Assists assigned faculty with grant preparation and submission documents, preparing PowerPoint slides, scientific papers, presentations, and other documents.
Manages the tracking and renewal of memberships to professional organizations. Coordinate all travel arrangements and manages reimbursement process. Interfaces with organizations to facilitate invited lectures and speaking engagements for the Faculty.
Provides administrative support to ensure the smooth operation of the faculty member’s lab, including but not limited to organizing student programs, supporting lab members with various administrative tasks, coordinating meetings, managing lab communications, handling event logistics, assisting with project logistics, and liaising with faculty, institutional partners, and external collaborators for program oversight. Responsibilities may evolve based on lab needs and institutional priorities.
Plans and makes all administrative arrangements for meetings and special events, including meeting facilities and equipment, travel, catering and meals; assists in the preparation of program literature; coordinates with service departments of the University.
Serves as delegate for timekeeping of faculties direct reports
Serves as back up to Administrative Coordinator III as needed
Other duties as assigned