Administrative Assistant, CVBI - University of Rochester
Rochester, NY
About the Job
GENERAL PURPOSE:
With minimum direction and latitude for independent judgment, manages general administrative office tasks for a complex research center and serves as principal assistant to center Director. Responsible for overall administrative support and additional activities as part of a research support staff team. The individual will be responsible for day-to-day clerical operations of the Center for Vaccine Biology and Immunology.
**SPECIFIC RESPONSIBILITIES:**
Provides administrative services and management to the Center Director, faculty members, staff, business officers, and the like; duties include placing facilities and/or environmental services requests, making copies, maintaining conference rooms, circulating and posting weekly meeting and seminar notices, maintaining files and office supplies, sorting and routing of mail, managing of copy card list and charges, managing and coordinating calendars as requested.
Plans department symposia, colloquia, seminars, and meetings for faculty.
+ Solicit and schedule speakers
+ Schedule meeting space and setting up A/V
+ Create and publish meeting agendas, distribute posters and emails announcing events
+ Arrange travel
+ Arrange for food and refreshments
+ Manages center conference room calendars
Manages all non-salary expense entry into the University General Encumbrance Systems (URGEMS) for ledger reconciliation and files backup appropriately; matches packing slips with invoices; tracks down backup documentation as needed.
Manages all ordering for Administrative staff and general center related purchases, tracks inventory of supplies and ensures that office supplies are stocked. Makes recommendation for cost saving alternatives. Maintains chemical stock for glass wash room 3-9825, tracking in central system and ordering replacement chemicals as needed.
Provides assistance to human resource needs of the Center;
+ conducts employee check-in and check-out meetings
+ responsible for the full cycle process of undergraduate job postings and placements.
+ Acts as department timekeeper. Approves time based on central deadlines. Analyzes and prepares reports summarizing time worked for bi-weekly hourly employees, semi-monthly employees & monthly paid employees in the HRMS system. Train staff in departmental practices for time capturing.
+ Manages Postdoctoral Research Associates & Fellows appointments and reappointment processes including immigration needs. Works closely with International Services Office and SMD Graduate Education/Postdoctoral Affairs to coordinate.
Manages all physical access needs within the Center; manages and places after hours swipe access requests, manages and tracks keys for Center doors; manages swipe accesses to rooms and freezers with MC locksign.
Coordinates travel arrangements, collection of expenditures, and processing requests for payments and reimbursement for faculty, staff, and students
+ Gather information regarding travel, including traveler(s) name, conference event name, dates, location, estimated cost, and supervisor approval
+ Work with approved travel agency to purchase air tickets. Ensure authorizations are processed appropriately in URFinancials expense module to facilitate travel planning.
+ Follow up with travelers for expense receipts and generate expense reports in URFinancials expense module.
Coordinates and enters equipment in URSpace, and places and tracks equipment tags on Center equipment; makes recommendations for computer and technology-related equipment purchases, and oversee installation and oversight of Center computers.
Other duties as assigned
**QUALIFICATIONS:**
+ College graduation required.
+ 1 year relevant administrative experience
+ or equivalent combination of education and experience required
+ Demonstrates strong communication skills.
+ Must be able to function effectively as a team member with minimal supervision.
+ Demonstrates proficient writing skills including agenda preparation and meeting minutes.
+ Interfaces effectively and positively at all levels of internal management and staff.
+ Self-motivated, attentive to detail, producing consistent, high quality, reliable work products.
+ Effective organization, prioritization, time management, multi-tasking and positive, consensus-based interpersonal skills.
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_
**Location:** School of Medicine & Dentistry
**Full/Part Time:** Full-Time
**Opening:** Full Time 40 hours Grade 051 Ctr Vaccine Biology & Immuno
**Schedule:** 7:30 AM-4 PM
Source : University of Rochester