Administrator II

Rochester, NY


This individual will serve as the administrative manager for the Senior Associate Dean for Basic Research. In this capacity, this individual will oversee all administrative and business activities with minimal direction and latitude for independent judgement.

The individual in this position must be adept at prioritizing tasks and projects, must be able to work with limited supervision, and must be able to exercise independent judgment. The individual must understand and communicate University policies and procedures, analyze situations, and make judgments to facilitate desired outcomes. The individual must have a demonstrated high level of professionalism (i.e. maintaining confidentiality of University matters) and communication abilities. The individual must be able to interface effectively with institutional leaders and across multiple units and entities of the SMD and URMC.


Finance Administration

  • Develops and controls research project and operating budgets. Maintains liaison with the award recipients, accounting, budget and departmental finance offices. Consults with investigators, the dean and administrative heads of the departments as necessary.

  • Establishes guidelines for distribution of expenses. Controls expenses and property. Is responsible for preparation of operating and financial records for reviews and approval of invoices, requisitions and supply records.

  • Monitor and reconcile the Senior Associate Dean for Research accounts on a monthly basis.

Manage and Coordinate the Deans Lectureship Series

The Dean's Lectures are intended to showcase high­caliber research and broadly relevant topics in current medicine and related biomedical research. The Administrator manages the Dean’s Lecture Series in coordination with the Dean’s office. Dean’s Lectures (6 per year) are typically scheduled on the second Monday of the month. Responsibilities include:

  • Oversee speaker selection process, including coordinating itineraries and managing all necessary arrangements.

  • Reconciliation of the budget/expenses.

  • Marketing and advertising the lecture.

Oversight of applicable committees

Scientific Advisory Committee (SAC)

This committee advises the Dean and Vice Dean on strategic decisions relating to recruitment, academics, infrastructure investments, space allocations, academic mission, professionalism, and research ethics. Meetings are scheduled bi-monthly. The Administrator is responsible for:

  • Interfacing with SAD-BR; SAD-CR and SMD-SAC leadership to establish annual objectives and coordinating meetings to meet these objectives.

  • Collaborate with SAD-BR; SAD-CR and SMD-SAC leadership to set the agenda for SAC meetings a identify issues that need to be discussed by the committee

  • Scheduling, planning, and coordinating the SAC meetings, documenting and archiving meeting minutes, track and follow- up on action items

Deans Research Advisory Committee (DRAC)

All research that requires the use of experimental animals must be reviewed for scientific merit, significance, and appropriate facilities. Proposals that are sponsored by departments and companies and will not undergo peer review must be reviewed by the Dean's Research Advisory Committee (DRAC). The Administrator is responsible for:

  • Screening and reviewing of inquiries and applications.

  • Coordination of reviewer assignments with SAD.

  • Communicating and follow-up with reviewers.

  • Provide approval notification to applicant and the University Committee on Animal Resources (UCAR)

Manage the Interim Funding Program

The Interim Funding Program provides an opportunity for investigators and their respective chairpersons to secure bridge funding during a hiatus in research support. The program has an annual budget of ~$200,000 - $300,000. Twice per year the interim funding committee (IFC) receives and evaluates applications for bridging support, sends them to internal reviewers and then makes funding recommendations to the Senior Associate Deans for Basic and Clinical Research. The Administrator is responsible for:

  • Providing guidance to UR Faculty in applying for IFP

  • Coordinating all aspects of the review process from screening proposals to coordinating reviews, documenting internal reviews and drafting review summary statements.

  • Participating in meetings of the IFC; providing background information to committee members as needed; and recording the content of discussions.

  • Determining applicable funding levels and liaising with applicable department and SMD finance.

  • Collecting information about awardee outcomes. Maintaining records and analyzing metrics for return on investment.

Oversight of applicable research awards

SMD University Research Award Program

The URA Program Manages $1,000,000 in funding. The Administrator will oversee the review process for approximately 30 SMD applications per year. Responsibilities include:

  • Collaborate with the Provost office administration to coordinate the review of applications that involve SMD faculty with the Arts Science and Engineering (AS&E) applications using the REDCap system.

  • Making recommendations and implement process improvement initiatives to administration and REDCap system managers.

  • Assigning reveiwers and communicating with them in coordination with the SAD-BR, SAD-CR and SMD SAC.

  • Scheduling special review meeting, compiling results, preparing draft report and disseminating to Vice Dean for Research, Sr. Associate Dean BR and Provost Office.

Incubator Award Program

The Incubator Awatd Program is intended to support innovative, trans-disciplinary science. This award (1/yr) is funded with up to $125,000 over a period of two years. The Administrator is responsinble for:

  • Releasing the request for applications and interacting with grant applicants during the pre-award stage, advising on process.

  • Oversee full review process from Letters of Intent to finalized reviews and communicating outcomes to applicants. Work with SAD-BR, SAD-CR and SAC to identify reviewers

  • Attending the oral presentation and review meetings, recording minutes.

  • Interacting with grant recipients, keeping track of financials, collecting progress reports, and reporting outcomes to SMD.

  • Recommending and implementing improvements to the program.

William Stuber Award

This fund provides support annually to an outstanding young faculty member in recognition of unusual promise for valuable contributions in an academic career. The Administrator is responsible for:

  • Coordinating the award annually with SMD Finance.

  • Corresponding with the appropriate department for nominations.

  • Provide award notification.

  • Control, monitor,and reconcile ledgers for program compliance.

Space Planning

  • Assists the Senior Associate Dean with space and facilities planning; determines need for and recommends equipment, repairs, supplies and clerical and other support staff. Initiates requisitions and represents the department in obtaining support services.

Administrative support for activities of the SAD-BR office:

  • Assists in planning and is responsible for coordinating administrative arrangements for meetings, conferences, etc.

Other Projects as Assigned


  • Bachelor’s degree required.

  • 5 years relevant experience including at least 2 years at a managerial level; or equivalent combination of education and experience required.

  • Master's degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable.


  • Strong interpersonal and communications skills, including written communication.

  • Strong attention to detail, organizational skills, and Microsoft Office skills.

  • Ability to work both independently as well as within a team.

  • Ability to prioritize, adapt to changing needs, strong time management skills.

  • Strong problem-solving and analytical skills.

  • Must obtain CLASP certification within one year of hire.

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: $ 58,000 - $113,000 Annually

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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