Administrative Assistant IV

Rochester, NY


Under general guidance, and with significant latitude for independent judgment and initiative, manage purchasing and research activities in the Divisions of Pediatric Allergy/Immunology & Rheumatology, as well as the Center for Children's Health Research (Pediatric Research Office). Oversee, direct, and manage various administrative aspects of the research within the Division of Pediatric Allergy/Immunology & Rheumatology in the Department of Pediatrics, particularly as related to finance. Works collaboratively with colleagues as a member of the Pediatric Research Office staff on pre- and post-award grants management activities. Serve as spokesperson for research faculty in various interactions with Medical Center programs and departments. Candidate must demonstrate capability and desire to work independently and be a strong team player. Provides general administrative support. Maintains and files reports and other information. Schedules and coordinates logistical support for conference calls and meetings. Makes travel arrangements. Provides word processing and other document preparation services. Locates and retrieves information in support of management and technical staff. Demonstrates ICARE* values in each of the major responsibilities (ICARE—an acronym for Integrity, Inclusion, Compassion, Accountability, Respect and Excellence—provides the foundation for how we treat people at this Medical Center. Achieving our strategic vision depends on all of us living out these values and embracing the diversity of our faculty, staff, students, trainees and patients).


  1. Financial and Grants Administrative Assistance

  2. Assists with the reconciliation process and ledger reviews using a combination of UR GEMS, P2P, HRMS, and Cognos. Works with the grant's administrator, clinical research manager, division administrator, and departmental Sr. Accountant to investigate expenses, make corrections, and prepare reports as needed. Monitors accounts for appropriateness of charges.

  3. Responsible for tracking, maintaining, and adjusting all staff and faculty salaries/effort distributions as needed. Reviews salary allocations with PIs and staff on a monthly basis to ensure accurate and complete allocations, and completing PAFs as needed.

  4. Works with research administrator and Pl on the preparation of the administrative portion of grant proposals. Plan closely with principal investigator to establish timeline for project completion, including review of agency guidelines for compliance, obtaining appropriate proposal materials (i.e biographical sketch and data tables).

  5. Creates and manages ad hoc reports to assist the grants administrator, PI, and division administrator in budget assessment.

  6. Works with the Office of Research Accounting and Costing Standards (ORACS) and Sr. Accountant to prepare documents needed for timely close outs of accounts Identifies any errors and follows through to be sure they are corrected accurately and on time. Ensures back up documentation for all charges is received.

  7. Research Coordinator Administrative Support

  • Manages and tracks subject payments.

  • Maintains up-to-date repository of faculty and staff certifications.

  • Ensures adequate study visit material is readily available to coordinators.

  • Serves as recording party during research and laboratory meetings. Distributes action items and meeting minutes as requested.

  • Keeps current with all federal, state, sponsor, and institutional policies and laws, standard operating procedures and guidelines.

Other duties as assigned


  • Associate's degree and 2 years of relevant administrative experience required. Bachelor's degree preferred. Equivalent combination of education and experience required.

  • Two years of relevant administrative experience preferred. Excellent oral and written communication skills and customer service skills. Ability to maintain confidentiality required. Microsoft office package (particularly MS Excel) required. Ability to understand financial functions, or prior experience in accounting/bookkeeping recommended.

  • Ability to handle multiple priorities; strong organizational skills and the ability to meet deadlines in a fast-paced, stressful environment essential. Must possess exceptional judgment and can proactively resolve problems and recommend and implement continuous quality improvement. Must demonstrate efficiency in prioritizing assignments. Knowledge of grant regulations a plus.

  • URGEMS, CLASP (completion of program within one year required), P2P, HRMS preferred.

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.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

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.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time