Exec Support & Admin Spec to Ctr for RNA Director

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Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400410 Biochemistry and Biophysics

Work Shift:

UR - Day (United States of America)

Range:

UR URG 112

Compensation Range:

$70,600.00 - $105,800.00

Responsibilities:

Serves as the senior administrative manager providing executive level support to the Director for the Center for RNA Biology (CRB).

The Center for RNA Biology (CRB) is a large and complex interdepartmental research center, which includes other large subdivisions and projects. This Center consists of faculty members across the institution. The successful applicant will act as a liaison in support of the Director and have extensive contact with University and Medical Center administration, international and national project sponsors, other universities and research centers, and regulatory agencies. Acts as a right-hand person to the Director of the Center for RNA Biology (CRB).

ESSENTIAL FUNCTIONS

• CRB Project and Executive Support: At the direction of the Director, represents the Director and the Center to internal and external organizations involved in the Director’s and Center’s activities and projects with professional organizations, and programs with other institutions.  In partnership with the Director, manages program budget(s), ensuring funds are utilized effectively.  Assists with managing special projects, including developing, implementing, and monitoring project work plans, and drafting project materials and communications.  Supports operations, events, planning, and scheduling.
• Plans, schedules, maintains, and prioritizes a complex calendar of appointments, meetings, and domestic and international travel. Plans and organizes administrative aspects, such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements, and document development. Proactively looks at the Director’s calendar and understands priorities to effectively and appropriately control access to the senior leader.  Chooses or recommends solutions among competing demands on their time.  Works collaboratively with various university and other offices to ensure the Director is provided with appropriate agendas and background materials before meetings, scheduled appointments, and travel. Ensures all details are complete and accurate. Provides high-level meeting support, including scheduling complex large group meetings among multiple leaders, coordinating information requests, creating presentations, preparing formal meeting minutes, and capturing significant action items. Monitors completion of action items for the Director. 
• Primary Liaison Duties: Acts as the primary administrative contact on behalf of the Director with other departments, universities, and research and training programs. Helps to manages the Director’s relationships and to represent the Center when interacting with national meeting organizations, US, European, and Asian review groups, and the Director’s national and international colleagues. Helps to represent the Director to outside organizations involved in research, teaching, and other interested parties. Acts as a resource in working with other departments of the University and Medical Center. Serves as a member of various administrative committees.
• Program Planning Support: Maintains communication with regional counterparts in arranging regional business meetings and conferences for the Director. Represents and serves as spokesperson for communicating instructions; prepares reports, briefings, presentations, and materials for the Director.  Supports the Director with planning and developing initiatives, including those relating to the now international RNA Collaborative Seminar Series (RNA CSS) and Graduates Working in Science (GWIS).  Plans and coordinates logistics for events on behalf of the Director, both on-site and internationally, including travel arrangements and accommodations. Coordinates projects for the CRB, including visits by distinguished guests, faculty searches, membership, funding applications, contests, events, and status reports.
• Grant Support: In a non-scientific capacity, supports activities for the Director to apply for new, renewal, or supplemental grants for funding and in preparing progress reports. Ensures compliance with government regulations and funding requirements. Works with the Department Administrator on the Director’s grant submission materials, including (if the grant is non-scientific) extensive writing and proofing all material in its entirety before submission. Creates and regularly updates tracking systems and databases. Responsible for maintaining confidential files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications.
• Administrative Support: Handles all details surrounding Director’s commitments, including developing and preparing materials for advisory committees, reviews, boards, invitations, and CRB and Graduates Working in Science (GWIS) commitments. Monitors and updates Director’s internal biographies, CV, webpages, photos, speaking engagements, and all public-facing material. Proofreads and edits applications, nominations, and letters on a regular basis. Answers, screens, and initiates telephone calls and emails. Greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
• Special projects and other duties as assigned by the Director.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 5 years of relevant experience in program / project management required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of Microsoft Office; proficiency with spreadsheet and database experience; PowerPoint presentations; strong organizational and critical thinking skills and proactive mindset with attention to details required

LICENSES AND CERTIFICATIONS

• CLASP certification required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.