Administrative Assistant IV

University of Rochester•City of Rochester, NY

1d•$22 - $31•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. This position serves as the principal administrative assistant to the Associate Chair for Research in the Department of Psychiatry and to other research leaders under the Associate Chair. The assistant provides office management and coordinating support services; manages the implementation of activities related to the Associate Chair’s efforts at building research infrastructure within the department; manages coordination of activities with specific faculty members related to the Associate Chair’s responsibilities (e.g., mentorship, grant reviews, scheduling); serves as a liaison between the Associate Chair for Research and the department’s research administration group; and provides administrative support to the Center for Study and Prevention of Suicide (CSPS).

Requirements

Associate's degree and 2 years of relevant administrative experience required
Ability to maintain confidentiality required
Exceptional organizational, time management and administrative skills required
Strong communication skills, both verbal and written required
Strong technical skills, including a high level of proficiency in Microsoft Office required

Nice To Haves

Bachelor's degree preferred
Or equivalent combination of education and experience
Word Processing; Spreadsheet; Scheduling preferred.
Experience with administrative oversight of NIH-funded research preferred.

Responsibilities

Manages the time and calendar of the Associate Chair for Research, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access to the Associate Chair; manages time and calendar for Co-Directors of CSPS and other Research leaders as assigned.
Records minutes of research administrative meetings. Schedules, records minutes, and facilitates logistics for CSPS advisory board and CSPS strategic planning meetings. Anticipates the needs from and obtains background material for decisions and meetings. Compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches. Prepares and signs routine correspondence; composes correspondence on policy or other substantive matters.
Manages administrative functions for the Associate Chair’s research programs, including for associated faculty and students.
Assists with job descriptions and material related to research staff hiring; assists with documentation related to research trainees (e.g., post-docs). Takes the lead in arranging onboarding of research faculty and staff in terms of officing and equipment in collaboration with central department administration.
Schedules use of medical center and other university facilities, sees to equipment maintenance and service contracts, preservation of order, and compliance with safety and other University and department regulations.
Schedules events related to activities of the Associate Chair for Research, including Engel Rounds, and Departmental Journal Club, and meetings related to the Strong Foundations clinical high-risk program; and CSPS.
Serves as finance support and property manager for the Associate Chair’s research laboratory: directs the preparation of progress reports for grants and contracts; estimates and controls expenditures for supplies and auxiliary services; records and may approve changes to department or sponsored project accounts. Coordinates with Research Administration, Accounting Office and sponsoring agencies.
Manages a segment of a research program (e.g. training and supervising clerical or nonprofessional field workers in a survey); compiles data, prepares administrative and statistical reports' requisitions and coordinates University services ( e.g. Data processing, Purchasing).
Plans and makes all administrative arrangements for meetings and special events, including meeting facilities and equipment, travel, coordinates with service departments of the University.
Gathers and compiles CSPS faculty information in maintaining a database summarizing CSPS accomplishments.
Coordinates the Psychosis Research Group database for the Schizophrenia Treatment and Research Program and conducts outreach to increase recruitment for studies.
Other duties as assigned