Administrator I, Conte Center - Pharm Phys

Rochester, NY


The Department of Pharmacology and Physiology is a research-intensive basic science department with over $7.5 million in annual sponsored research expenditures. The department also manages the basic science pre- and post-award sponsored research and education activities for the Department of Anesthesiology and Perioperative Services in a Business Center format. Departmental faculty mentor nearly 40 graduate students and responsibility for the activities related to the Cellular and Molecular Pharmacology and Physiology Program resides within the Department of Pharmacology and Physiology. Faculty members teach extensively and direct courses in both graduate and medical education programs, and staff members provide considerable support to all of these educational programs. The Department has numerous databases and systems to support its research, educational, and AI missions.

With minimal direction, in a confidential manner, and with considerable latitude for independent judgment, the Administrator I (AI) will perform a wide range of responsibilities as it pertains to overall administrative management of a multi million dollar NIH P50-funded Conte Center Grant on Obsessive-Compulsive Disorder Research (OCD). The AI will oversee all administrative aspects associated with the Conte Center and portfolio and assist with Center Director’s pre-award activities. The AI will develop, formulate, improve, and/or update research-related projects and systems, databases, and on-line systems, etc. The AI will gather information, analyze and interpret data to be compliant with institutional policies; complete projects related to sponsored research and research accounting, and appropriately disseminate information to personnel. The AI will maintain IRB and UCAR compliance, maintain and update Center website as needed, maintain active data contacts for each project, core, and other consultants/collaborators, board members, coordinate outreach and training program activities as part of the Administrative Core. The AI will be responsible for planning all aspects for Center bi-monthly gatherings, professional meetings, seminars and symposia and Center board member annual meetings and processing all payments for these activities. The AI will have an expert understanding of electronic systems, including Publications, Endnote, Papers, and BOX. The AI will be responsible for all non-fiscal aspects of progress report submissions as well as coordinating all pre-award administrative activities for Center Director’s research program. Utilization and access to all departmental, institutional, and sponsor databases and websites will be necessary.



Silvio O. Conte Center Project Administration (85%). The AI will be responsible for administrating all aspects of a multi-institutional Silvio O. Conte Center on the Neurocircuitry of Obsessive-Compulsive Disorder. This NIH P50 Center supports five research projects and four cores at the University of Rochester and collaborating institutions. In addition to participants from the five projects and four cores, there are several internal and external consultants. The Center supports many collaborative activities and events including, but not limited to: bimonthly center meetings; Scientific Advisory Board meetings; annual NIH progress report submissions; compliances; a training program; an outreach program; a Center website. The AI will oversee coordination of these activities. Excellent communication skills are essential to carry out the administrative aspects of this Center across several sites. Responsibilities include:

Center Research Administration (30%).

  • Maintain compliance. IRB (Human Subjects Protocol): Train to have an understanding and work with University of Rochester’s RSRB to maintain IRB compliance. Collect IRB information from each collaborating institution, enter data into the University of Rochester overall IRB using the IORA System for the Center. UCAR: Keep track of timelines and updates for ensuring UCAR compliance. NIH recruitment milestone recording (RMR): Collect milestones from each relevant institution, enter milestones in the NIH database three times/year. Maintain publication records in compliance with the NIH Public Access Policy.

  • Website. Work with UR web services to develop, update and maintain Conte Center website. Collect information from each collaborating site to be posted on the website. Help maintain postings and communication across projects and cores through the website. Post job openings which include recruiting for Post-doctoral Fellows and Associates.

  • Contacts. Maintain active, up to date contracts for: each project, core, and consultants, including all scientific members, administrators, members of the Scientific Advisory Board, NIH contacts essential for the Center’s operation, including the grant manager, and the program officer.

  • Training program. Coordinate training program activities for young scientists including managing starter grant funds and inviting young scientists from contributing laboratories to center meetings.

  • Outreach program. Oversee administrative aspects of the Conte Center outreach program including dissemination of information about OCD to the scientific community, advocacy groups and the public.

Scientific Meeting Coordination and Center Director Travel – all awards (20%).

  • Plan and make all arrangements for professional meetings, seminars and symposia. These activities include researching travel options for Center Director, secure, book, and facilitate payment and preparation of detailed itineraries and agendas. Work closely with meeting planners at host institutions, coordinate meeting schedules, conference calls, etc.

  • Organize bimonthly Center meetings: Poll Conte Center members (Doodle) for available meeting dates and times and send reminders as the date nears. Some meetings will be carried out in-person, others will be virtual. For in-person meetings, duties will include arranging meeting rooms, hotels, meals, and assisting with transportation to said activities and collecting receipts and processing forms (SIR’s) for reimbursement.

  • External (Scientific) Advisory Board (EAB) meetings. Poll Conte Center members and EAB members (using Doodle) from various institutions around the world for available meeting dates and times and send reminders as the date nears. Duties will include, but not limited to arranging conference/meeting rooms, hotels, meals, and assisting with transportation and collecting receipts and processing forms (SIR’s) for reimbursement from each participant.

  • Complete Travel and Conference Reports. The AI will review meeting expenses, subcontracting invoices, and any other program-related expenses and documents to ensure compliance with grant or institutional terms and conditions and budgets, following institutional and departmental processes for review and signature. Upon completion of travel, work directly with Center Director to obtain receipts, confirmations, emails, registrations, etc. required for reimbursement, ensuring that sponsor guidelines are adhered to for each reimbursable item. Gather, organize and prepare Business Expense and Travel Reimbursement forms (T&C’s), obtain necessary reviews and approvals for payment. Track and monitor reimbursements. Prepare Supplier Invoice Requests (SIR’s) for payments and utilization of other on-line payment systems for hotels, publications, etc. Facilitate payments and reimbursements of Center Grant researchers and venues upon completion of meetings and events.

Database/Systems – all awards (10%)

Utilize electronic systems, including Publications, Endnote, Papers, and BOX to manage Center Director’s sponsored research projects. The AI will have an expert understanding of these systems to ensure that data is accurate and that searches can be conducted for accurate and timely retrieval of information for analysis and reporting purposes. Work with department Pre-Award/HR/Operations AII to ensure Center Director’s: 1) equipment and space are updated in the University Space and Equipment databases and participate in audits as needed and 2) update planned, pending, active, retired and rejected applications in the department’s ACCESS research database. The AI will work with Center Director’s laboratory personnel to place orders using the University on-line procurement systems (e.g. P2P), requisitions for internal vendors, including providing guidance with regard to determining proper allocation of laboratory expenses, as well obtaining quotes and review/approval of purchases among research projects.

Program Materials and Publications – all awards (10%)

The AI will be responsible for compiling publication edits and tracking publications for progress report submissions, and to ensure the proper compliance with NIH guidelines. The AI will develop and maintain various databases, including update library databases for document referencing and use in publications and presentations. Use of Endnote, Papers, Microsoft Access and/or Excel spreadsheets are used to manage these activities.

Scientific Progress Report Submissions – all awards (10%).

The AI will be responsible for all non-fiscal aspects of the progress report submission, including communication with the subcontracting institutions to gather, organize, and assemble the progress report in a timely manner. Working closely with Center Grant Director and personnel at subcontracting institutions, as well the departmental Post-Award team members. Reporting will consist of budget development and fiscal reporting, scientific progress, coordination of publications for each project and core, updated other support, and coordination of all educational, human subject, and animal use certifications for all project personnel. While progress report material will be gathered through the budget year, the actual compilation of the report will generally take 4-8 weeks to complete each year.

Other Conte Center Duties (5%)

The AI will also participate in some non-Center Grant activities that are central for the PI to carry out Center responsibilities. These responsibilities include, but are not limited to supporting laboratory personnel with research-related compliance and educational training; overseeing laboratory purchases for the Center Director’s portfolio; and planning and coordinating travel arrangements and appointments for visiting collaborators or students, which includes foreign collaborators. The AI will attend various special-purpose meetings and report findings to staff.

Sponsored Research/Pre-Award Administration (15%).

Responsible for coordinating all pre-award administrative activities for the Center Director’s research program. The AI will work closely with the Departmental Pre-Award/HR/Operations Administrator II, and senior staff in the lab of the Center Director to ensure that all sponsored research proposals are submitted on time and follow required sponsor submission requirements. These activities include developing research proposal budgets, and budget justifications, preparing cost-share commitment forms (when applicable), gathering pertinent data and other items consistent with the pre-award objectives of the program. Maintain expert status for utilization of all sponsored funding agency and institutional pre-award proposal systems. Responsible for management of administrative business processes and practices to support pre-award sponsored research activities and to comply with institutional, federal, and state policies. Ensure all proposals are submitted with appropriate information and comply with sponsor-specified guidelines. The AI will work with ORPA throughout the proposal submission process, as well as when subcontracting institutions are involved in the proposal or award. As most sponsors are now using on-line systems, the AI will need an advanced understanding of sponsor systems (e.g. ASSIST, Proposal Central), as well as all institutional policies that govern proposal submissions. Utilization of University’s IORA system and departmental ACCESS sponsored research database for reporting and analysis of Center Director’s research projects and pending proposals. The AI will work closely with subcontracting institutions during the proposal process. May participate in audits and related activities as appropriate. Prepare all required pre-award documents (e.g. NIH Just-In-Time submissions).

Other projects and job duties as assigned.


  • Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

  • Bachelor’s degree and 3-5 years related University experience or equivalent combination of education and experience preferred.

  • Handle multiple tasks with varying deadlines and conflicting and changing priorities, and exercise independent judgement and time-management skills.

  • Ability to work with minimal supervision, and in a team environment, and on multiple projects for different groups in a pleasant, professional, and timely manner, and with emphasis on accuracy.

  • Possesses excellent oral, written, and interpersonal communication skills in a culturally diverse environment.

  • Willingness to share information and knowledge, assist on special projects and complete other duties as needed.

  • Possesses excellent organizational, interpersonal, analytical, and computing skills using various systems including of Microsoft Office (Word, Excel, Access, PowerPoint), Publications, Endnote, Papers, and BOX, and related University systems, such as IORA.

  • Possesses knowledge of institutional policies and practices (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: $ 20.00 - $ 38.46 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.

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 052 Pharmacology & Physiology