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University of Rochester Sr Project Manager - 229274 in Rochester, New York

Sr Project Manager Job ID 229274

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

Full Time 40 hours Grade 055 Medicine M&D-Infect Dis Unit




Position Summary:

This position is to join a dynamic and very busy research clinic with multiple contracts with the NIH and pharmaceutical companies. This individual will manage the development and implementation of projects related to research conducted by the Infectious Diseases Research clinic with emphasis on project management for the University of Rochester Vaccine and Treatment Evaluation Unit (UR VTEU) a 7 year NIH-funded grant to perform clinical studies as part of the large NIH network called the Infectious Diseases Clinical Research Consortium (IDCRC). The individual will be responsible for coordinating meetings and conferences and ensuring the timely achievement of project milestones and deliverables from the individual components of the UR VTEU Grant. Exceptional organizational skills required.


Project Management:

  • Consults with the PIs and UR VTEU faculty and IDRC research staff concerning the studies and projects to be conducted to evaluate and achieve deliverables of research protocols and objectives.

  • Tracks IDRC project milestones, include recruitment and enrollment goals.

  • Conducts process improvement evaluations (recruitment, enrollment, subject payments) for the IDRC. Identifies roadblocks, logistical issues, and independently devises and implements strategies to accelerate the workflow and achieve deliverables.

  • Creates and maintains a volunteer database and migrate multiple existing databases on different platforms. Creates ad hoc reports for recruiting efforts.

  • Assist PIs in preparing project specific reports as well as UR VTEU annual report for the NIH. Improves quality and timeliness of submitted reports.

  • Assist PIs and administrative management team in preparation of new grant submissions.


  • Executes the UR VTEU Communication Plan which outlines the meetings, frequency, purpose and participants. Meetings are regularly scheduled with consistent representation from each of the core/project areas.

  • Serve a primary point of contact for communications from IDCRC and NIH/NIAID.

  • Facilitates regularly scheduled project status meetings between the program sponsors, UR VTEU PI and project leaders. Creates meeting invitations, sends meeting reminders, agendas, minutes, and action items with follow-up.

  • Schedules and leads multidisciplinary, integration meeting of faculty, administrative, laboratory and clinical staff to ensure results and deliverables and problem resolutions for both project and program management, and devises, implements and communicates action items.

  • Maintains content on the UR VTEU and IDRC websites content. Responds to inquiries related to UR offerings available on the website.

Education and Training:

  • Organizes and coordinates UR VTEU annual scientific meeting.

  • Organizes and coordinates the annual External Advisory Committee meetings for the UR VTEU including solicitation and collection of poster and oral abstract submissions, program book, audio/visuals, agenda and programs, registration, meals, and reimbursements.

  • Develop a UR VTEU monthly seminar series with invited and internal speakers

  • Assist PIs in development of the Clinical Trials Investigators Training Track for fellows and junior faculty including recruitment, working with GME, providing funding sources and IDCRC resources for growth and development.

  • Tracks UR VTEU participation in the IDCRC training programs, Expert Working Groups and Key Function Committees; communicates with IDCRC regarding integration of the UR VTEU research lab.

  • Oversees the UR VTEU RFA (request for applications) to solicit new concept proposals for IDCRC funding. This would include advertising the program, interacting with contacts in other departments, organizing the internal review process as well as submission of concepts and communication between the UR VTEU PIs and investigators who respond to the RFA.

Community Engagement:

  • Works with UR VTEU PIs to development a consistent community engagement program.

  • Develops opportunities to provide education around emerging infections of public health concern or opportunities to fund community health initiatives

  • Establishes partnerships with community leaders and devises methods to recruit diverse study populations


  • Supports travel to contract program meetings by making arrangements including submission of pre-approval travel budgets to NIAID Contract Officer Representative (COR), filling out F2 forms and obtaining authorized signatures, booking of travel through travel agent, collection of original, itemized receipts for reimbursement.

  • Supervises and coaches Project Manager Assistant in areas of business processes, project management, reporting, creation of meeting agendas and minutes, Microsoft applications, planning and executing teleconferences, small/large meetings and seminars, travel requests and reimbursements, BLIS reporting and data analysis, REDCap queries, IT Security and FSMA compliance, videoconferencing, SharePoint, and website maintenance.

Other duties as assigned.



  • Bachelor’s degree with a major course work in an appropriate health, social or technical field.

  • 3 - 5 years’ of related experience or an equivalent combination of education and experience.


  • Master’s degree in information science or related field desirable.

  • Experience in research plus supervisory and project management experience.


  • Demonstrates success and depth of experience in effectively and efficiently managing basic and complex projects from conception to conclusion and satisfactorily meeting requirements.

  • Demonstrates strong verbal and listening communications skills. Experience in client presentations. Oral presentations are concise and persuasive.

  • Demonstrated strong analytic skills and expert proficiency in creation and use of spreadsheet and database management software.

  • Must be able to function effectively as a team member with minimal supervision.

  • Demonstrates superior writing skills and experience, including agenda preparation, meeting summaries, statements of work, analysis plans, general communications and presentations.

  • Interfaces effectively and positively at all levels of internal and external management and staff.

  • Self-motivated, attention to detail producing consistent, high quality, reliable work product.

  • Proven meeting management skills including agenda preparation, time management, and group facilitation experience.

  • Effective organization. Prioritization. Time management. Multi-tasking and positive, consensus-based interpersonal skills.

  • Demonstrated success and experience managing multiple complex projects from conception to conclusion and in managing and allocating resources

    How To Apply

All applicants must apply online.

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