Administrative Asst

Rochester, NY


Position Summary:

The CeFO program manager manages the NSF IUCRC center activities and tasks for the Center for Freeform Optics (CeFO). The CeFO program manager provides operational support needed by grantees to conduct scientific research in freeform optics. The program manager will work together with the Director to manage annual activities and plan support and facilitate the operational compliance and health of the center. The RSL program requires assistance with tasks associated with efficient management and effective reporting on program activities. The CeFO program manager works closely with the scientific research community at the University of Rochester and other institutions, with the NSF and other federal agencies. The CeFO program relies on multiple business systems to track and plan activities and operations. The successful candidate will be required to travel occasionally to meetings and may travel to member sites. This position is most appropriate for candidates with a background in technology who are interested in science administration and have skills such as written and oral communication, graphic design, meeting planning, and data analysis, and who enjoy collaborating and working in a team. These responsibilities include monitoring projects, coordinating and supporting logistics, conducting data collection and analysis, preparing and implementing online tools and strategies for program evaluation activities, and contributing to program reporting. This position requires creative critical thinking and prior experience in administrative roles related to research support and services. This role is also responsible for examining data to make recommendations for actionable insights to the Center Industrial Affiliate Board, senior leaders, and institutional stakeholders. The role will be pivotal to aiding in the center’s transition into Phase III and potentially a self-sustaining Center. This position requires a focus on details and a commitment to accuracy. Experience in interacting and working with researchers from a wide range of disciplines, leading, building, or facilitating the formation of teams to address complex research problems may also be required.


  • In collaboration with the Directors, plans and executes the Centers' multi-site semi-annual Industrial Affiliate Board meeting. Communicates instructions and trains faculty, members, and students on how to access important center information (e.g., BOX, WebEx, Center website). Prepares CeFO semi-annual IAB Directors report by using key performance indicators and ensuring NSF evaluator compliance standards.

  • Disseminates the quarterly newsletter, maintains and updates the center website, uploads and maintains BOX documents,monitors requirements (e.g., quad charts, WebEx monthly meetings, publication approval, recruiting approval), and coconducts the majority of member and student communication.

  • Responsible for the review and analysis of complex data supporting operational performance measurements and ensuring NSF IUCRC standards for the execution of NSF reports. With diligent organization drafts, facilitates faculty participation in the preparation, and finalizes all NSF reporting for Director review.

  • Communicates and meets with project participants (e.g., Center director, deputy director and site directors, faculties, staff, administrative personnel, corporate members, government lab members, students etc.) on a daily, weekly or monthly basis, as needed to develop, formulate, improve, or update projects and systems, databases, and online systems.

  • Develops and maintains tools to enhance reporting obtained from university systems, including substantial research performance analysis. Provides support for research dissemination, particularly journal article publications, from a data management and reporting compliance perspective, creates and maintains a project website.

  • Facilitates the completion of and stewards the process of Center membership (i.e. record of Membership Agreements, Bylaws, MOU, NDA, IP). Conducts business process analysis and provides oversight and planning goals to improve operations and manages the organizational structure of all center information. Authors and maintains onboarding training manuals, work instructions, and templates. Conducts onboarding meetings.

  • Leads weekly Directors meeting to review the state of the center, status of membership, and Center comparatives in order to recommend appropriate action and recruitment strategy.

  • Interpret legal documents, including complex RFPs, in support of federal contracts. With highly developed attention to detail, assumes responsibility for performing administrative activities on all contracts and grants supported by a wide range of public or private sponsors, assists the director with the complete range of funding proposals to public and private sponsors, including complex RFPs in support of federal contracts. Ensures that all proposals conform to University and sponsor policies.

Other duties and training as assigned


  • College graduation or an equivalent combination of experience and training required

  • B.S / B.A. in administration communication, with a minor related to new technologies preferred

  • 1 year of experience in communication with a team, and organizing events

  • Excel software, Word and PowerPoint software, WebEx and Zoom platforms, and the attention to detail to stay compliant with agencies and university regulations. Efficient at multitasking. Excellent people skills and sensitivity to diversity and inclusivity required.

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: $ 18.27 - $ 33.65 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: Sch Engineering & App Sci
Full/Part Time: Full-Time