Opening
Full Time 40 hours Grade 051 Clin & Trans Science Institute
Schedule
8 AM-5 PM
Responsibilities
GENERAL PURPOSE:
With minimal direction and considerable latitude for independent judgment, and acting as part of a professional collaborative team, manages a portfolio of activities in support of a range of projects, programs and events that are supported by the University of Rochester Clinical and Translational Science Institute (CTSI). Active and essential contributor to the planning and implementation of various programs, events and meetings for large and diverse groups.
Supervision and Direction Received:
Receives minimal direction from the CTSI Administrative Manager, and is accountable to the CTSI Leads on assigned projects.
SPECIFIC RESPONSIBILITIES:
15% With general guidance as to priorities, and with considerable latitude for independent judgment, provides administrative support for department management, supporting the CTSI Administrative Manager with planning the day to day and ad-hoc activities necessary for the operation of a large and growing University institute. Gathers necessary information and drafts reports and confidential correspondence. Provides coordination of other day-to-day CTSI activities as requested by the CTSI Administrative Manager. Serves as a resource for CTSI staff, faculty and other University members.
20% Manages processes critical to the operation of the Clinical Research Center (CRC), including managing databases and the CRC SharePoint site, protocol approval process, data entry and analysis, protocol tracking, and usage tracking. Manages protocol amendment process. Develops budgets for CRC studies.
20% Provides support for multiple CTSI teams and their directors, including the Research Services Branch, planning and managing logistics and meeting details for monthly meetings, scheduling meetings, and preparing and distributing meeting agendas and minutes. Maintains and ensures the accuracy of information in CTSI databases; collects data and compiles accurate, complete and timely information for the annual progress report to the NIH and prepares and analyzes reports. Plans and makes all administrative arrangements for special events and meetings, including travel arrangements and meeting space and food for large groups.
10% Manages the CTSI Pilot Studies program processes, development of the submission and review systems, recruiting reviewers, driving reviewer timelines and submissions, and creating and presenting reports of outcomes. Communicates with applicants and awardees, providing proactive management and compliance for program-supported activities, ensuring that required documentation and progress reports are submitted as required by the Notice of Award.
With general guidance as to priorities, and with considerable latitude for independent judgment, plans and manages logistics for the UNYTE Translational Research Network, a consortium of biomedical and academic research centers performing clinical and translational research in the Upstate New York and surrounding regions. Establishes effective relationships and manages written and verbal communication and correspondence with the UNYTE Executive Committee and subcommittee teleconferences. Actively contributes to the planning, agenda design and organizing of the UNYTE events, working closely with the host institution, including making all necessary arrangements for the events and collaborating with other institutions. Anticipates speaker and participant needs, analyzes program flow, assesses needs for space and uses of space/equipment and makes recommendations. Makes all arrangements for presentations given to participants at multiple sites. Prepares and distributes meeting agenda and minutes. Supports the collection of the required documentation related to expenses for UNYTE Scientific Sessions and submits the Request for Payment in the Finance REDCap project. Manages the UNYTE website and the UNYTE listserv to ensure the information is current and accurate.
5% Provides support for the Community-Based Participatory Research training program, managing logistics for course information sessions, instructional sessions, and graduation. Manages logistics for the Community Engagement Studios and is responsible for submitting requests for participant compensation.
Provides support for the Rochester Early-Stage Investigator Network (RESIN), planning and managing logistics and meeting details for bi-monthly meetings, scheduling meetings, and preparing and distributing meeting agendas and minutes.
5% Maintains files and office-supply inventory and manages the workflow for receiving, processing and fulfilling requests for office supplies and computers. Coordinates consistent documentation of personnel information in department and University data systems, maintaining current and accessible personnel directories. Coordinates use of department conference rooms and maintains consistent conference room appearance.
5% Develops data-collection tools to assist CTSI teams in collecting data critical to department activities. Other job duties and projects as assigned.
REQUIREMENTS:
College education or an equivalent combination of experience and training. At least one year of relevant administrative experience required.
Preferred experience in grant-funded research, or experience in a highly functioning executive office, department or center, and exhibiting strong communication skills, including written communication.
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
Applicants must apply online: https://www.rochester.edu/human-resources/careers/ Job ID: 240947
EOE Minorities/Females/Protected Veterans/Disabled
