University of Rochester CLIC Administrative Asst in Rochester, New York
Full Time 40 hours Grade 051 Ctr for Leading Innov & Collab
8 AM-5 PM
With minimal direction and considerable latitude for independent judgment, and acting as part of a professional collaborative team, assists the Center for Leading Innovation and Collaboration (CLIC) Executive Director and CLIC PIs to accomplish the aims and goals of the National Center for Advancing Translational Sciences (NCATS)-funded CLIC, the coordinating center for the national Clinical and Translational Science Award (CTSA) Program. The CTSI Administrative Assistant plans, establishes and oversees assigned administrative functions of the CTSI CLIC.
With general guidance as to priorities, and with considerable latitude for independent judgment:
Actively contributes to the planning, design, organizing and producing of assigned nationwide CLIC web-based meetings, working closely with CLIC staff and NCATS, including making all necessary arrangements and collaborating with other key stakeholders. Sets up and runs videoconference calls. Assists and coordinates the administrative activities necessary for managing all project elements within time limits, including organizing all meeting details, preparing and disseminating meeting agenda and materials, capturing meeting output and follow-up steps in clear minutes, and disseminating documentation in a timely manner.
Assists with processes critical to the operation of CLIC, including creation and maintenance of CLIC documents on shared drives (e.g. Sharepoint, Box or others); prepares and manages agenda and meeting minutes for internal CLIC meetings; assists with gathering, analyzing and making decisions based on data for operating budgets and financial reports, and assists with preparing analyses and allocating expenses for CLIC. Assists with coordinating expenditures and property controls, reviews and approves invoices relating to CLIC office purchases. Assists with data collection and management for specific functional areas in support of CLIC’s required annual progress report to the NIH; implements the plan for gathering and organizing data; monitors accuracy and completeness; monitors and ensures quality of documents prepared for each report.
Provides general administrative coordination to the CLIC core directors and functional Team Leads, including coordination with NCATS and other national stakeholders to support team production of publications and other collaboration products.
Provides coordination of other day-to-day CLIC activities as requested by CLIC Executive Director. Serves as a resource for CLIC staff, faculty and other University members.
A college degree or an equivalent combination of experience and training is required. 1 year of relevant administrative experience. Prefer three years of relevant administrative experience, including a year of administrative experience in an academic office or equivalent experience and experience working with upper level executives. Excellent communication, organizational and interpersonal skills are necessary. Experience in scientific grant and manuscript preparation process is highly preferred. Must be highly skilled with Microsoft Office software, especially Word, Excel and Outlook. Experience with Zoom or other videoconferencing software highly preferred. Must be able to attend annual network Program meeting, usually in Bethesda, MD.
The University of Rochester is committed to fostering, cultivating and preserving a culture of diversity and inclusion. The University believes that a diverse workforce and inclusive workplace culture enhances the performance of our organization and our ability to fulfill our important missions. The University is committed to fostering and supporting a workplace culture inclusive of people regardless of their race, ethnicity, national origin, gender, sexual orientation, socio- economic status, marital status, age, physical abilities, political affiliation, religious beliefs or any other non-merit fact, so that all employees feel included, equal valued and supported.
EOE Minorities/Females/Protected Veterans/Disabled
Job Title: CLIC Administrative Asst
Location: School of Medicine & Dentistry
Job ID: 210106
Full/Part Time: Full-Time