Administrative Assistant IV

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.

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ESSENTIAL FUNCTIONS

• 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

QUALIFICATIONS

• Associate's degree and 2 years of relevant administrative experience required.
• Bachelors degree preferred.
• Or equivalent combination of education and experience required.
• 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.
• Advanced administrative skills preferred. 
• Knowledge of University accounting system, institutional and sponsored policies and practices, particularly related to allowable and unallowable costs 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.
• Experience with Workday, UKG, academic CV’s, NIH biosketches, NIH grant components and submissions preferred.
• CLASP certified preferred.

EOE Minorities / Females / Protected Veterans / Disabled:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law.  This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.