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University of Rochester Administrative Asst - 220069 in Rochester, New York

Administrative Asst

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 051 CCRC


8:30 AM-5 PM


Position Summary:

With minimal direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced skills and proficiency for Director, departmental faculty, and program managers. Compiles and disseminates study-related information to internal and external researchers and enrolling site/core lab personnel and is responsible for considerable departmental administrative duties.


Serves as assistant to the Director and faculty members. Creates and maintains research correspondence and pertinent research files for the Director of the CCRC in appropriate electronic and physical files for numerous research studies. Manages e-mails from international research investigators, reports, and abstracts. Develops and creates slides, transparencies, and other audiovisual materials including photo illustration and obtains library articles. Controls and oversees Director’s calendar. Controls and maintains eCV for Director. Composes, approves and signs correspondence providing factual information.

Contributes to grant preparation and progress reports including submission process. Gathers necessary information for and draft important and confidential correspondence. Makes contact with research center personnel as needed. Obtains gathers and ensures that regulatory requirements are met and creates data forms.

Ensures accuracy of the URGEMS encumbrance system; monitor encumbrances to ensure completeness and accuracy of data and compliance with U of R and sponsor guidelines, policies and regulations as well as the allowability and applicability of charges. Collects and analyses all financial data and ensures encumbrances are accurately recorded into URGEMS. Closes out outstanding encumbrances based upon monthly ledger statements. Analyses ledger accounts in order to confirm completeness and accuracy of data.

Manages subcontract process for large multicenter studies (approximately 60 subcontracts); gathers information, tracks the subcontract process with ORPA, tracks payments, and processes invoices. Maintains excel database to record all study payments for every project. As new studies are received, develop and analyze spreadsheets for tracking purposes. Manages spreadsheets throughout the study to ensure accuracy of site/purchase order information.

Controls monthly funds for all financial activity objects (approximately 65) within the Heart Research Follow-up Program; initiates corrective action and recommends solutions; ensures all expenses on monthly Workday funds have supporting documentation; examines accounting documents to ascertain that transactions are properly supported in accordance with University policy and procedures; uses judgment as to whether account balances are reasonable. Forecasts expenses to ensure that accounts adhere to respective budgets. Provides Administrator with monthly obligation reports and communicates problems or issues identified to solve them. Prepares a variety of financial statements and accounting reports. Maintains FDSI tracking and reconciliation system. Prepares ad hoc reports as needed. Manages key distribution system.

Facilitates and arranges administrative and study related meetings, local, national and international. Coordinates the conference space making all arrangements with travel agencies, hotels and catering staff. Arranges travel for on-site and off-site faculty to attend study related meetings. Prepares literature materials as needed for various meetings. Prepares travel and conference forms or Request for Payment Forms for reimbursements of travel or miscellaneous expenses.

Orders and maintain office supplies and equipment, pick up and/or delivery of reports, memos, requisitions, etc. Coordinates Environmental Services and Facilities service calls. Performs mail duties in absence of Data Control Clerk. Maintains database for HSPP and Mandatory In-service training.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

Preferred Qualifications

Prefer 2-3 years administrative experience within UR or large office environment with financial responsibilities. Excellent skills in the use of computer software, such as Microsoft Office products, Adobe, the Internet, as well as other University systems. Must have excellent communication and interpersonal skills, proficiency with Windows based environment (MS Word, Excel, Outlook); ability to handle multiple priorities; outstanding organizational skills. Prefer: CLASP certification and URGEMS experience.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled