Administrative Coordinator III

University of Rochester • City of Rochester, NY

4d • $19 - $27 • Onsite

About The Position

The University of Rochester is committed to Meliora - Ever Better, with shared values of equity, leadership, integrity, openness, respect, and accountability. This role provides direct administrative support to faculty members in the Wilmot Cancer Institute's Hematology and Oncology Division, Department of Medicine, who have both research and clinical roles. The employee must be able to work with limited supervision, exercise independent judgment, understand and communicate Unit Departmental policies and procedures, analyze situations, and make decisions to achieve desired outcomes. A primary and unique role involves supporting the academic activities of the faculty by editing manuscripts, inserting references, uploading and tracking manuscripts in online journals, assisting with editorial activities, creating and maintaining PowerPoint presentations, monitoring and linking publications to grant activities, organizing data for progress reports, preparing minutes for research meetings, and organizing research meetings (webinars and face-to-face). This person also serves as a resource to other Administrative Coordinators and faculty in the division for research-related assistance.

Requirements

• High School diploma or equivalent and 2 years of relevant experience required.
• Or equivalent combination of education and experience.
• Must be able to work with limited supervision.
• Must exercise independent judgment.
• Must understand and communicate Unit Departmental policies and procedures.
• Must analyze situations and make decisions to achieve desired outcomes.
• Must maintain confidential information.

Nice To Haves

• Computer, Microsoft Word, Excel, PowerPoint, Printer, Copier, Fax preferred.

Responsibilities

• Provides direct administrative support to faculty members with research and clinical roles.
• Works with limited supervision, exercises independent judgment, understands and communicates Unit Departmental policies and procedures, analyzes situations, and makes decisions.
• Supports academic activities by editing manuscripts, inserting references, uploading and tracking manuscripts in online journals for submissions.
• Assists with editorial activities, including organizing and tracking reviews.
• Creates and maintains PowerPoint presentations.
• Monitors and links publication to grant activities.
• Organizes data for progress reports.
• Prepares minutes for research meetings.
• Organizes small and large research meetings through webinars and face-to-face.
• Serves as a resource to other Administrative Coordinators and faculty in the Hematology/Oncology Division for research activities.
• Coordinates conference schedules, plans and arranges travel, and prepares lecture handouts and slide presentations.
• Maintains up-to-date files of curriculum vitae, funding support, and bio sketches.
• Maintains files of credentialing information, meetings and committees, and miscellaneous hospital and medical center information.
• Coordinates faculty recruitment agenda and visits.
• Processes payment requests for journals, publication dues, travel, and conference reimbursements, and maintains expense account listings.
• Anticipates faculty needs and gathers background material for decisions and conferences.
• Compiles and edits, checking for accuracy, material for reports, correspondence, publications, and speeches.
• Prepares and signs routine correspondence; composes correspondence on policy or other substantive matters.
• Processes daily mail, faxes, copies, and scans.
• Offers administrative support to Faculty Meetings, WCI Clinical Operations meetings, and Recruitment Meetings.
• Manages faculty time by controlling and prioritizing access, maintaining administrative calendars, resolving scheduling conflicts, coordinating, scheduling, and gathering pertinent information for meetings, including background material for formulating agendas.
• Prepares and processes routine and non-routine correspondence, manuscripts, abstracts, and reports.
• Organizes and attends departmental meetings to record, process, and distribute minutes.
• Schedules space, technical support, and catering needs for recruitment/event planning.
• Creates and electronically distributes announcements of seminars, academic events, and meeting schedules.
• Receives and responds to a high volume of telephone and electronic mail communications.
• Performs other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED