Executive Support Administrator, Office of Vice Pres for Research & Office of Research Integrity, Stewardship, & Ethics

University of Rochester•City of Troy, NY

20d•$31 - $46•Onsite

About The Position

With general direction as to policy and priorities, and considerable latitude for independent judgment and decision-making, the Executive Support Administrator serves as a trusted executive support partner to the Vice President for Research (VPR) and provides executive and operational support to the Associate Vice President for Research Integrity (AVP-RI), the Office of the Vice President for Research (OVPR), and the Office of Research Integrity, Stewardship & Ethics (ORISE). The role anticipates executive needs, manages complex and competing priorities, coordinates high-level communications and initiatives, and ensures timely follow-through on decisions and commitments across the University research enterprise. It supports the effective operation of OVPR and the continued development of ORISE by coordinating projects, information, relationships, and administrative systems in a complex and evolving environment. The position represents OVPR and ORISE with discretion, diplomacy, and professionalism and routinely handles highly sensitive and confidential matters. The role independently manages executive calendars, appointments, travel, and commitments; prepares leaders for meetings and decisions; tracks follow-up; coordinates high-priority initiatives, projects, funding opportunities, awards, committees, and working groups; and compiles information for leadership use. It also supports ORISE operations and team coordination, executive communications and stakeholder relations, and financial and administrative activities for OVPR and ORISE. The position provides cross-coverage and continuity for executive and administrative functions within offices reporting to the VPR as needed. The position is full-time, scheduled for 40 hours per week, and works the University of Rochester day shift. The listed compensation range is $30.87–$46.25. The job is located at 140 Trustee Rd, Rochester, New York, 14627.

Requirements

Bachelor's degree required, or an equivalent combination of education and experience.
At least 3 years of relevant experience required.
Expertise using Microsoft Office, including Outlook, Excel, Word, and PowerPoint, required.
Strong executive support experience, including the ability to anticipate needs and manage complex and competing priorities, is sought.
Excellent written and verbal communication skills and the ability to build relationships with senior leaders and diverse stakeholders are sought.
Strong project coordination, organizational, problem-solving, and process-improvement skills, including synthesizing information and preparing executive-level materials, are sought.
Ability to remain composed, adaptable, and service-oriented in a fast-paced environment with frequent changes in priorities is sought.

Nice To Haves

Progressively responsible experience providing executive-level support to senior leadership in a complex organization, preferably.
Ten or more years of executive support experience preferred.
Experience in higher education, academic medicine, research, legal/compliance, or another complex or regulated environment preferred.
Advanced coursework or training in business administration, project management, higher education administration, or a related field preferred.
Exceptional judgment, discretion, professionalism, and demonstrated ability to handle highly sensitive and confidential information strongly preferred.
Proven ability to anticipate executive needs, manage complex and competing priorities, exercise independent judgment, and follow matters through to completion strongly preferred.
Executive presence, diplomacy, and ability to build effective relationships with senior leaders and diverse internal and external stakeholders strongly preferred.
Ability to remain composed, adaptable, and service-oriented in a fast-paced environment with frequent changes in priorities strongly preferred.

Responsibilities

Serve as a trusted executive support partner to the VPR and AVP-RI by anticipating needs and enabling effective use of executive time.
Manage and prioritize complex calendars, appointments, travel, and competing commitments; apply judgment regarding access, urgency, sequencing, delegation, and escalation.
Prepare executives for meetings and decisions by gathering background information, coordinating agendas and briefing materials, and identifying outstanding issues.
Track executive decisions, commitments, deadlines, and follow-up, and identify dependencies, unresolved items, and matters requiring leadership action.
Handle time-sensitive, highly confidential assignments and communications with discretion, accuracy, and sound judgment.
Coordinate complex domestic and international travel and executive logistics, including detailed itineraries and related arrangements.
Coordinate high-priority initiatives and special projects across OVPR, ORISE, schools, and central University offices; maintain timelines, action items, and deliverables and facilitate follow-through.
Develop and maintain project plans, trackers, and organizational tools; follow up with stakeholders, identify barriers or gaps, and support resolution or escalation.
Coordinate selected institution-wide funding opportunities and centrally administered research awards, including communications, submissions, reviews, committee support, notifications, and reporting.
Support leadership committees, working groups, retreats, searches, strategic planning, and implementation efforts by coordinating materials, logistics, decisions, and next steps.
Compile and synthesize data, reports, and other information for executive presentations, briefings, decision-making, and institutional requests.
Partner with University colleagues to support alignment and continuity among research enterprise initiatives.
Provide operational support to the AVP-RI and contribute to the continued development of ORISE.
Help establish, document, and improve ORISE administrative systems, workflows, records practices, communications processes, and team routines.
Coordinate ORISE meetings, planning sessions, onboarding, training, events, and cross-functional initiatives; track commitments and follow-up actions.
Support secure handling, routing, and organization of sensitive information involving research integrity, compliance, personnel, legal, and institutional matters.
Facilitate coordination among ORISE, OVPR, the Office of Counsel, Faculty Affairs, schools, and other University partners while maintaining confidentiality and role boundaries.
Identify opportunities to strengthen office effectiveness, consistency, and service, and implement approved administrative and operational improvements.
Serve as a principal point of contact and trusted liaison for the VPR, AVP-RI, OVPR, and ORISE; use judgment in responding to, routing, and prioritizing inquiries and requests.
Draft, edit, and coordinate routine and confidential correspondence, memoranda, presentations, reports, meeting materials, and other communications for senior leadership.
Maintain effective working relationships with the Offices of the President and Provost, Board of Trustees, deans, senior administrators, faculty leaders, staff, students, and external partners.
Coordinate communications and information flow across stakeholders to ensure senior leaders are informed and prepared.
Represent OVPR and ORISE professionally, tactfully, and with discretion, sound judgment, and a strong service orientation.
Coordinate and monitor administrative and financial activities, including purchasing, invoices, P-card activity, reimbursements, travel expenses, and documentation.
Assist with budget planning, tracking, reconciliation, and preparation of financial information for leadership review and decision-making.
Ensure transactions and purchases are timely, accurate, cost-conscious, and compliant with University policies and procedures.
Coordinate office space, equipment, supplies, services, records, and other operational needs for OVPR and ORISE.
Provide cross-coverage and continuity for executive and administrative functions within offices reporting to the VPR as needed.
Perform other duties as assigned.