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University of Rochester Secretary IV - Pharmacology & Physiology - 233835 in Rochester, New York

Secretary IV - Pharmacology & Physiology Job ID 233835

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Pharmacology & Physiology


8:30 AM-5 PM


Department Secretary in the Department of Pharmacology and Physiology. With limited direction from varied staff members, perform secretarial and data entry duties for all personnel in the Department of Pharmacology and Physiology Office and the Anesthesiology Sponsored Research and Education Business Center. Perform office duties requiring advanced secretarial, and data entry skills, customer service proficiency, and the ability to shift from varying priorities. This position requires the ability to communicate on a professional level with faculty, staff, students, and other departmental personnel from diverse backgrounds, as well as the ability to work independently and as part of an experienced, and highly effective administrative team. Duties will vary depending on daily/weekly priorities. Specific functional responsibilities include:


Secretarial Responsibilities – Operations – HR – Systems 50%

Working closely with the administrative and support staff members, complete secretarial duties, which include, but are not limited to:

  • Assist Departmental and Business Center personnel as needed, answer questions, route and direct persons to other staff members as needed.

  • Assist with travel-related questions and prepare forms for departmental personnel. Prepare and submit advance airline forms. Prepare Business Expense and Travel Reimbursement (BETR) forms for reimbursement of travel expenses.

  • Assist with departmental events, conferences, symposia, retreats, etc.

  • Order and maintain departmental office materials and supplies, food, water, etc.

  • Open and close the office, manage mail services, post notices, and help maintain departmental conference rooms and calendar schedules.

  • Assist with efforts to gather, interpret, analyze, and report on data to be included in the institutional space and equipment UR SPACE system. Ensure that departmental data is maintained in ACCESS and/or URGEMS to manage the equipment inventory and space management processes.

  • Enter routine and department funded service requests from Facilities and Environmental Services online system.

  • Manage the inventory and assignment of keys and swipe access for the entire department.

  • Serve as payroll processor and handle the payroll activities of the department, including time capturing, running the time-card HRMS reports at the close of each Payroll cycle, and any other payroll processes and HR-related tasks as needed. Attend payroll training and user group sessions.

  • Ability to work with confidential and sensitive information.

  • Utilize electronic systems, including HRMS, URGEMS, URFinancials/Workday, Publications, Endnote, Papers, Blackboard, BOX, etc.

  • Maintain and update Department Website, Personnel Access Database and assist with University network and IT services.

  • Calendar Management (Google, Outlook): Assist with Faculty/Principal Investigator/Students/Staff on the organization of extensive scheduling and maintain online calendar(s) to coordinate times in meeting rooms. Coordinate conference calls, zooms, meeting times when necessary.

    Sponsored Research Pre-Award / Systems – 25%

  • Assist with secretarial and administrative duties related to sponsored research proposals, continuation proposals, training grants, center grant, and fellowships.

  • Assist researchers in the Department and in the Business Center with the submission of pre-award (Just-In-Time) information.

  • Format documents, proofread, prepare, assemble and organization of information and documentation for use in submission of proposals.

  • Use of University IORA, NIH COMMONS/ASSIST, UR Financials, and URGEMS systems for reporting and analysis of faculty research projects. Will assist with updating and maintaining department ACCESS research grant database for Department and Business Center.

    Procurement/Payment Forms, Post-Award Sponsored Research Activities/Accounting/Service Center Secretarial and Data Entry Responsibilities – 15%:

    Assist with general secretarial and data-entry responsibilities for sponsored-research accounts.

    Duties include:

  • Assist with data entry of specified documents into URGEMS (encumbrance accounting system). Review documents for accuracy prior to data entry and alert appropriate staff member of possible ordering errors, compliance with funding source, or other issues related to orders.

  • Assist with sorting and organizing (pull) documents, copy, scan, and file financial reports and back-up documentation.

  • Prepare procurement and payment-related forms utilizing the University’s on-line procurement system (P2P), travel-related forms, and other purchasing or payment-related forms for review and signature by appropriate staff or faculty member. Copy, scan, and/or file procurement-related materials.

    Graduate and Medical Education – 10%

    Assist as needed the Administrator II for Education and Education Secretary III with general secretarial duties for the educational and course administration areas within the Department.

  • Graduate student payroll matters.

  • Secretarial duties required for courses, seminars, presentations, etc.

  • Knowledge of Blackboard.

  • Perform periodic updates to graduate program websites.

    Other related duties as assigned.

    Non-Essential Tasks: None

    • Education/Experience (minimum required): Requires completion of high school plus two years of post-high school education, preferably in secretarial studies or a similar area of study, or the equivalent combination of education and experience. Three years of practical experience helpful with computer and general office experience. Proficiency in the use of computers and related software (Word, Excel, Access, Outlook.) Will train on University-based software programs, e.g., URGEMS, IORA, On-Line Procurement Systems, Blackboard, UR Student, various on-line grant proposal systems, URF, etc.
  • Candidate should have good problem-solving skills and flexibility to respond to multiple persons directing work.

  • Ability to listen to, convey, or exchange information with other departmental personnel working both independently and in a teamwork environment.

  • Must possess excellent interpersonal skills and interact with others in a professional manner.

  • Ability to work on multiple projects with different people in a pleasant, professional, and timely manner.

  • Strong attention to detail, accuracy, organizational skills, and communication skills (including written communication) are essential.


    Daily interaction with administrative staff, faculty, students, technical staff, other researchers, other University departments, and service departments, etc. Outside contacts with vendors, etc.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled