Administrative Asst, Ctr Translational Neuromed

Rochester, NY


With general guidance and latitude for independent judgment this position provides purchasing, travel, and other administrative support to the Center. Duties require consideration of compliance issues as well as other internal and external policies, procedures and regulations. Serves as liaison for the Center with University Purchasing, Accounts Payable, and external vendors.



  • Responsible for purchasing activities of the Center. Identifies all outstanding purchasing commitments on all grant and department funds, entering accruals into center databases/ spreadsheets for reconciliation.

  • Negotiates with vendors for research rates on specialty orders. Establishes and maintains effective professional relationships with vendors. Resolves all purchasing related problems under the supervision of the Center Administrator and Administrator I.

  • Initiates, negotiates, and maintains service contracts on specialized research equipment and ensures continued coverage, keeping accurate records and spreadsheets for monitoring this. Ensures that service contracts are appropriately charged across the research and departmental accounts based on budget information provided.

  • Responsible for the ordering of research lab supplies for the Center labs. Prepares purchase orders and contracts including standing orders, and blanket orders, modifying standard language to suit the particulars of non-routine orders. Negotiates with vendors on final terms, conditions and prices as needed. Processes returned items, identifies extra charges and negotiating reductions whenever possible. Completes daily run to the University’s Supply Center to pick up drop off and pick up orders.

  • Manages and maintains Center grant and internal files and spreadsheets relating to purchases, maintenance agreements, assets and service contracts. Ensures appropriate records relating to purchasing activities are maintained.

Travel/Calendar management:

  • Responsible for planning and coordinating all travel arrangements (domestic and international) for two Center directors, including flight arrangements, hotel reservations, itinerary management, and processing reimbursements. Manages calendars for other appointments as needed. Manages conference room calendar and lab journal club schedule.


  • Organizes and plans itineraries for the Center’s Speaker Series, sponsored research on-site meetings, annual holiday party and social events. Makes all administrative arrangements including travel, lodging and meals for attendees; prepares and distributes program literature; coordinates with service departments of the University.

Assets management:

  • Responsible for managing and updating records of all asset and equipment purchases, ensuring that all new equipment is tagged and inventory information appropriately completed.

  • Identifies the location of all assets (in conjunction with faculty and lab managers) ensuring that locations are accurately entered into the UR space system. Completes the annual and base year URSpace equipment inventory review.


  • Tracks lab equipment certification, repairs and modifications, requesting and scheduling service as needed. Coordinates and works with facilities in scheduling repairs, maintenance and modifications needed in labs.

Other projects and job duties as assigned.


  • Bachelor's degree or an equivalent combincation of experience and training required.

  • 1 years of related experience required.

  • Competency in Microsoft Office required. Must also be knowledgeable in scheduling complex travel arrangements; one-year experience preferred.

  • Strong interpersonal and communication skills, including written communication required.

  • CLASP certification (w/in 1 st year of hire) and demonstrated ability to work with minimum supervision meeting deadlines 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

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051