Business Administrator I

University of Rochester • City of Rochester, NY

7d • $23 - $32 • 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 provides complex administrative support to research faculty in a fast-paced environment supporting academic and research initiatives. The role is responsible for overseeing operations and facilities of neurology space in the Kornberg Medical Research Building, providing general administrative support to research faculty and supportive laboratory staff, grant account reconciliation, and space and equipment planning and information/data support. The Business Administrator I is required to anticipate needs, problem solve, and independently prioritize.

Requirements

• Bachelor's degree and 1 year of experience in a business operation or administrative role required
• Basic knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) required
• Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
• Strong time-management and organizational skills required
• Excellent written and verbal communication skills required

Nice To Haves

• Experience working in a research laboratory setting preferred

Responsibilities

• Assists with monthly reconciliation, review of ledger reports and summaries of non-personnel expenditures and transactions, ensures compliance with policies, troubleshoots, and resolves discrepancies related to monthly reconciliation including salary distribution adjustment, undocumented expenditures, locate any missing documentation, and initiate corrective action in conjunction with neurology research and finance team.
• Responsible for electronic filing of financial documentation via neurology shared drives.
• Assists PIs and lab managers on administration/financial matters including PcardAssi purchases, regular and expedited POs and P2P system requirements including appropriate approvals and documentation requirements.
• Processes purchases, reimbursements, and travel expense reports for assigned PIs and staff through University systems, as required.
• Assists with development and implementation of revised workflows related to University financial system or process changes and ensures compliance within assigned areas.
• Works with other departments on financial reconciliation and backup for PIs or graduate students who utilize funds from other departments.
• Provides administrative support to KMRB Faculty, laboratory staff and research coordinator teams within laboratories and offices in KMRB.
• Acts as primary contact for any on-site office or laboratory needs to ensure smooth functioning of Neurology research and office space.
• Assigns access for new employees to locked labs including door, wall swipe and key access.
• Schedule conference room requests and ensures access.
• Provides administrative support, as described above, for non-KMRB Faculty and research staff who are not part of an existing Neurology Division.
• Assist with the coordination and topic development of quarterly clinical coordinators meeting.
• Assist with development of a more concise process to aid in the expedition of a more timely study start-up for clinical trials.
• Assist with planning and set-up of quarterly research committee meetings.
• Assist with Neurology Experimental Therapeutics T32 tasks including: schedule meetings, sending reminders to trainees about important deadlines, assist the coordinators with various tasks.
• Assists with oversight of office renovations and facility maintenance.
• Serve as primary contact for facilities and environmental staff with work orders for lab area and 1st floor KRMB area.
• Actively participates in space and equipment surveys.
• Maintains and regularly updates the space survey as updates occur.
• Coordinate activities for cold storage (ultralow freezers, dry ice, liquid nitrogen delivery).
• Orders central supplies, support for the Xerox printer (paper, ink and maintenance) for the general office and lab staff.
• Works with Neuro IT to address computer-related matters.
• Assists with posting and emailing upcoming seminars, conferences and workshops.
• Notify lab managers of pertinent announcements.
• Shares mail responsibilities with CTN’s department (packages to the mail office, gathering and sorting mail for Neurology faculty and laboratory staff).
• Acts as the primary contact and communicator of any emergency preparedness efforts for office space and laboratories.

Benefits

• The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level