URMC Clinical & Translational Science Institute
University of Rochester, Rochester, NY, USA
GENERAL PURPOSE :
With minimum direction and considerable latitude for independent judgment, acts as principal assistant to the Director and secondary assistant to the Co-Director of the Clinical and Translational Science Institute (CTSI). Directly provides routine and non-routine support and problem-solving as needed. The individual in this position must be able to prioritize work with minimal supervision and exercise independent judgment. Must understand University and CTSI policies and procedures, analyze information and situations, and make judgments to facilitate outcomes. Must possess strong organizational and interpersonal skills, the ability to work collaboratively with a focus on providing excellent customer service and the ability to manage competing demands in a professional manner.
Supervision and Direction Received :
Receives minimal direction from the CTSI Director, Co-Director and Senior Director, CTSI Administration. Reports to the CTSI Administrative Manager.
SPECIFIC RESPONSIBILITIES
Operations:
In support of the Director optimizes a demanding and complex executive calendar through sound judgement based on the full range of commitments, obligations and initiatives, while avoiding over-commitment. Troubleshoots and resolves scheduling conflicts. Anticipates needs and relays the Director’s instructions, preferences, concerns, etc. Makes recommendations on these items and serves as a liaison to assure the information is relayed appropriately. Interacts with faculty members, other administrative staff, University officials, and community contacts; representing the Director in relaying instructions, decisions, or concerns. Evaluates, reviews and obtains background information on requests for action, referring them, when appropriate, to other administrative staff for their attention and/or by responding directly. Undertakes special projects as they may arise. With minimal direction, responds to emails; creates, reviews, and edits draft letters and written reports; prepares confidential, routine and non-routine correspondence and maintains electronic filing and office records; coordinates with the CTSI Finance Team and records and approves changes to department or sponsored projects on behalf of the Director. Maintains and updates SOP for supporting the CTSI Director on a regular basis.
Plans and makes all calendar and administrative arrangements. Chooses or recommends among competing demands for time. Receives mail and telephone calls on behalf of the Director. Screens, analyzes, prioritizes, and responds to all items as appropriate.
Directs, plans and coordinates meetings with others internally and externally, including arranging for meeting facilities and equipment. Troubleshoots technology issues as they arise to support meeting success. Arranges special events, and candidate and guest speaker visits. Coordinates, publishes and distributes itineraries and seminar notices. Greets and assists visitors and speakers.
Supports the monthly CRRPIT, monthly Strategic Leadership Group and quarterly Clinical Chairs Research Group meetings by scheduling meetings, managing agenda items, and taking meeting notes.
Co-Director Support:
In support of the CTSI Co-Director role, in concert with the Co-Director’s departmental support, optimizes a demanding and complex executive calendar through sound judgement based on the full range of commitments, obligations and initiatives, while avoiding over-commitment. Troubleshoots and resolves scheduling conflicts. Directs CTSI administrative activities for the Co-Director including coordinating and scheduling meetings and travel, conferences and events, arranging venues, logistics, and procuring necessary materials with respect to CTSI responsibilities. Assists with presentation, report and document preparation, as well as communications via print, email, or other methods for various audiences including faculty, staff, students, senior leadership and donors.
Planning:
Makes travel arrangements as needed for the Director, and internal and external faculty, guests and staff. Processes expense reimbursements. Prepares itineraries.
Document Preparation:
Assists the Director in wordsmithing and editing for book, journal reviews and manuscript submissions relating to research activities, and provides support for biosketch review. Creates, reviews and edits communications for flow of content, consistencies, accuracy, and compliance with various standards. Finalizes changes in text and graphics; formats documents for various scientific and medical journals. Creates, acquires, prints and distributes documents in PDF format. Maintains Biosketch, CV, NCBI Bibliography, Other Support, publication log and correspondence files; prepares presentations and lecture material for Director. Compiles data and analyzes and prepares reports. Assists with the creation of PowerPoint presentations and supporting documents for conferences and meetings.
General CTSI Administrative Duties:
Provides administrative support to specified programs, projects and activities, as delegated by CTSI leadership.
Manages CTSI faculty appointment processes, interfacing with the Office of Academic Affairs. Provides support for quarterly CTSI Faculty meetings by scheduling, managing agenda items, and taking meeting notes.
Other projects as assigned.
REQUIREMENTS:
Degree in Business or related field required.
One year of professional administrative experience; or an equivalent combination of education and experience required.
Prefer 2-4 years of experience in an academic setting and experience in providing executive-level support preferred.
Proficient in Microsoft Outlook, Excel, Word, PowerPoint. Kentico and database experience desired. Proven ability to interact with all levels of faculty and staff in a professional manner required.
Proven ability to interact with all levels of faculty and staff in a professional manner. Excellent communication skills focused on customer service. Attention to detail a must. Shows initiative and resourcefulness in managing priorities and takes responsibility for accomplishing his/her own work. Works collaboratively and maintains confidentiality of information at all times required. Proven writing skills highly desirable.
Experience in scientific grant/manuscript preparation assistance is preferred.
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.
Full Time
GENERAL PURPOSE :
With minimum direction and considerable latitude for independent judgment, acts as principal assistant to the Director and secondary assistant to the Co-Director of the Clinical and Translational Science Institute (CTSI). Directly provides routine and non-routine support and problem-solving as needed. The individual in this position must be able to prioritize work with minimal supervision and exercise independent judgment. Must understand University and CTSI policies and procedures, analyze information and situations, and make judgments to facilitate outcomes. Must possess strong organizational and interpersonal skills, the ability to work collaboratively with a focus on providing excellent customer service and the ability to manage competing demands in a professional manner.
Supervision and Direction Received :
Receives minimal direction from the CTSI Director, Co-Director and Senior Director, CTSI Administration. Reports to the CTSI Administrative Manager.
SPECIFIC RESPONSIBILITIES
Operations:
In support of the Director optimizes a demanding and complex executive calendar through sound judgement based on the full range of commitments, obligations and initiatives, while avoiding over-commitment. Troubleshoots and resolves scheduling conflicts. Anticipates needs and relays the Director’s instructions, preferences, concerns, etc. Makes recommendations on these items and serves as a liaison to assure the information is relayed appropriately. Interacts with faculty members, other administrative staff, University officials, and community contacts; representing the Director in relaying instructions, decisions, or concerns. Evaluates, reviews and obtains background information on requests for action, referring them, when appropriate, to other administrative staff for their attention and/or by responding directly. Undertakes special projects as they may arise. With minimal direction, responds to emails; creates, reviews, and edits draft letters and written reports; prepares confidential, routine and non-routine correspondence and maintains electronic filing and office records; coordinates with the CTSI Finance Team and records and approves changes to department or sponsored projects on behalf of the Director. Maintains and updates SOP for supporting the CTSI Director on a regular basis.
Plans and makes all calendar and administrative arrangements. Chooses or recommends among competing demands for time. Receives mail and telephone calls on behalf of the Director. Screens, analyzes, prioritizes, and responds to all items as appropriate.
Directs, plans and coordinates meetings with others internally and externally, including arranging for meeting facilities and equipment. Troubleshoots technology issues as they arise to support meeting success. Arranges special events, and candidate and guest speaker visits. Coordinates, publishes and distributes itineraries and seminar notices. Greets and assists visitors and speakers.
Supports the monthly CRRPIT, monthly Strategic Leadership Group and quarterly Clinical Chairs Research Group meetings by scheduling meetings, managing agenda items, and taking meeting notes.
Co-Director Support:
In support of the CTSI Co-Director role, in concert with the Co-Director’s departmental support, optimizes a demanding and complex executive calendar through sound judgement based on the full range of commitments, obligations and initiatives, while avoiding over-commitment. Troubleshoots and resolves scheduling conflicts. Directs CTSI administrative activities for the Co-Director including coordinating and scheduling meetings and travel, conferences and events, arranging venues, logistics, and procuring necessary materials with respect to CTSI responsibilities. Assists with presentation, report and document preparation, as well as communications via print, email, or other methods for various audiences including faculty, staff, students, senior leadership and donors.
Planning:
Makes travel arrangements as needed for the Director, and internal and external faculty, guests and staff. Processes expense reimbursements. Prepares itineraries.
Document Preparation:
Assists the Director in wordsmithing and editing for book, journal reviews and manuscript submissions relating to research activities, and provides support for biosketch review. Creates, reviews and edits communications for flow of content, consistencies, accuracy, and compliance with various standards. Finalizes changes in text and graphics; formats documents for various scientific and medical journals. Creates, acquires, prints and distributes documents in PDF format. Maintains Biosketch, CV, NCBI Bibliography, Other Support, publication log and correspondence files; prepares presentations and lecture material for Director. Compiles data and analyzes and prepares reports. Assists with the creation of PowerPoint presentations and supporting documents for conferences and meetings.
General CTSI Administrative Duties:
Provides administrative support to specified programs, projects and activities, as delegated by CTSI leadership.
Manages CTSI faculty appointment processes, interfacing with the Office of Academic Affairs. Provides support for quarterly CTSI Faculty meetings by scheduling, managing agenda items, and taking meeting notes.
Other projects as assigned.
REQUIREMENTS:
Degree in Business or related field required.
One year of professional administrative experience; or an equivalent combination of education and experience required.
Prefer 2-4 years of experience in an academic setting and experience in providing executive-level support preferred.
Proficient in Microsoft Outlook, Excel, Word, PowerPoint. Kentico and database experience desired. Proven ability to interact with all levels of faculty and staff in a professional manner required.
Proven ability to interact with all levels of faculty and staff in a professional manner. Excellent communication skills focused on customer service. Attention to detail a must. Shows initiative and resourcefulness in managing priorities and takes responsibility for accomplishing his/her own work. Works collaboratively and maintains confidentiality of information at all times required. Proven writing skills highly desirable.
Experience in scientific grant/manuscript preparation assistance is preferred.
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.
URMC Clinical & Translational Science Institute
Rochester, NY, USA
With minimum direction and considerable latitude for independent judgment, utilizes project-management methodology and knowledge of NIH training grant processes (including financial and regulatory compliance, as well as outcomes reporting) and requirements to provide grant management (GM) support for the Research Education & Career Development branch of the UR Clinical & Translational Science Institute (UR CTSI). GM Support includes managing program staff activities and liaising with institutional departments to ensure that programmatic and academic requirements of supported trainees are properly administered. Working with program leadership and staff, develop and manage workflows for addressing ongoing program support needs. Manages program staff implementation of onboarding processes and trainee appointments into the NIH xTrain system and HRMS as required. Works closely with CTSI finance to ensure compliance with financial and budgetary requirements of trainees and scholars across CTSI-supported training and career development managed grant programs. The Education Lead Program Administrator will devote significant effort to managing program evaluation and grant data collection activities, documenting grant evaluation activities across all programs and ensuring that regular reporting deliverables and annual progress reports are produced on time. The person in this role will work directly and regularly with the CTSI Director of Research Education to manage onboarding of new administrative support staff in the Research Education branch, and will be responsible for supervising at least 2 education program coordinators in the branch. This person will report on the status of managed grant activities, develop and revise relevant workflows as needed, identify administrative needs and challenges, and provide operational-level program intelligence allowing the Director of Research Education and CTSI leadership to make evidence-based, strategic decisions about ongoing program development. The Lead Program Administrator will be expected to manage multiple initiatives simultaneously and to stay informed about relevant changes in grant structures and requirements at both the institutional and federal level. The position requires a well-organized, flexible team player with excellent project and grant management skills.
Supervision and Direction:
Reports directly to the CTSI Director of Research Education, and is accountable to CTSI leadership for specific assigned projects.
Post-Award Grant Management –
Manages workflows for administrative support staff and liaises with necessary institutional administrative offices to ensure that key post-award administrative tasks are accomplished on time and in compliance with institutional and federal requirements across all managed grants and funded programs within the Research Education branch.
Works directly with CTSI administration and finance to monitor and ensure that finance and budgetary requirements of trainees and scholars remain compliant with university and federal guidelines and to address trainee and scholar related issues as needed, reports regularly to Director of Research Education and meets regularly with CTSI finance and administrative teams to address potential challenges and provide status updates. Coordinates expenditure controls and reviews and approves invoices on relevant grant programs.
Completes proper training appointment documents for UR and Federal funders. Calculates and analyzes specific rates for stipends, health fees, tuition etc. and creates and routes the personnel action forms (PAFs) and federal forms
Responds to requests from CTSI administration for clarification or further information regarding grant requirements and compliance. Works with Director of Research Education and administrative support staff to address challenges and provide guidance on corrective measures.
Reviews and updates research education branch program RFAs and NOAs to ensure compliance and alignment with current institutional or federal guidelines.
Maintains Continuous Learning for Administrators of Sponsored Programs (CLASP) certification and attends regular CLASP-related meetings.
Education Program Management –
Works directly with program directors to develop and manage workflows for administrative support staff to support education and career-development needs of trainees, scholars and junior faculty across all managed grants and funded programs within the Research Education branch.
· Oversees the appointing of new trainees and scholars across programs into appropriate NIH and URMC systems (such as NIH xTrain and UR HRMS), manages and monitors a master schedule of trainee and scholar appointments and operational deliverables to be utilized by Research Education administrative support staff.
· Works with staff to manage the development and implementation of trainee orientation to managed grants and funded programs, including the development of up-to-date orientation materials.
· Works with assigned grant program evaluators, program directors/PIs and program administrative support staff to ensure that effective processes are in place to monitor and report on trainee and scholar career development planning.
· Works with program leaders and mentor development core to establish regular meetings and workflows to ensure that mentor needs are being addressed
· Liaises with other institutional departments, program leadership, and support staff to address issues related to trainee’s academic and program requirements, providing guidance to education program coordinators to ensure that needs are being met
· Responds to requests from CTSI leadership and administration for clarification or further information regarding trainee activities and compliance with program requirements.
· Reviews and updates research education branch program SOPs to ensure effective workflows across all trainee-related processes.
Grant Data Collection and Evaluation Management –
Manages and monitors a master schedule of regular data collection efforts across all programs, overseeing administrative support staff and program evaluators to ensure data collection efforts are implemented and meet reporting needs.
· Works directly with Director of Research Education and CTSI administration to develop and revise workflows that streamline data collection efforts for reporting purposes, including integration of data sets between CTSI REDCaps and the CTSI trainee tracking software, and efforts to develop sustainable mechanisms for long-term tracking of trainees and scholars.
· Works with evaluators to assists in managing data collection needs for trainee assessments or individual career development plans across funded programs
· Coordinates development of necessary training and data tables for grants in development within the CTSI
· Regularly meets with Director of Research Education to provide status reports and identify delays or challenges to meeting data collection deadlines, and actively participates in discussions of branch-level metrics and processes including identifying and compiling key performance indicators, and solutions deployment.
Regular and Ad Hoc Reporting -
Works with program leadership, CTSI administrative and evaluation teams, and the director of Research Education & Career Development, to produce annual performance reports (RPPRs) required by funding agencies as well as reports requested by CTSI or program leadership.
· Works with the Director of Research Education in the project management and preparation of required annual RPPRs across training and career development grants.
· Responds to requests from CTSI leadership for data reports used to support grant development, external advisory board meetings, CTSI annual reports, and the CTSI website.
Other –
Remains compliant with administrator training requirements (including CLASP and related UR training), and participates in webinars, working groups, and local or national administrator bodies with guidance from Director of Research Education. Utilizes lean performance improvement methodology throughout all work. Identifies potential collaborations, program improvements or risks. Contributes as active member of the team, providing feedback and recommendations to support the needs of the programs. Keeps current on key issues affecting strategic initiatives and operational imperatives. Builds and maintains inter-departmental relationships.
Minimum Education
Minimum of a bachelor’s degree in Business, Higher Education, Healthcare or related field.
Master’s degree preferred.
Experience
Minimum of 3 years grants administration or grant-related project management experience; or an equivalent combination of education and experience.
Experience with university administration and finance requirements.
Experience with higher education functions related to the support of trainee programs and junior faculty career development, preferably in health research settings. CLASP-training or equivalent institutional grant administration training preferred. Familiarity with federal NIH-grant reporting mechanisms preferred. Proficient in Microsoft Outlook, Excel, Word, PowerPoint. Database experience desired.
Knowledge, Skills & Abilities
Proven ability to interact with all levels of faculty and staff in a professional manner. Excellent communication skills focused on effective organization and project management. Attention to detail a must. Shows initiative and resourcefulness in managing priorities and takes responsibility for accomplishing his/her own work. Works collaboratively and maintains confidentiality of information at all times. Experience in scientific grant/manuscript preparation assistance is preferred.
Full Time
With minimum direction and considerable latitude for independent judgment, utilizes project-management methodology and knowledge of NIH training grant processes (including financial and regulatory compliance, as well as outcomes reporting) and requirements to provide grant management (GM) support for the Research Education & Career Development branch of the UR Clinical & Translational Science Institute (UR CTSI). GM Support includes managing program staff activities and liaising with institutional departments to ensure that programmatic and academic requirements of supported trainees are properly administered. Working with program leadership and staff, develop and manage workflows for addressing ongoing program support needs. Manages program staff implementation of onboarding processes and trainee appointments into the NIH xTrain system and HRMS as required. Works closely with CTSI finance to ensure compliance with financial and budgetary requirements of trainees and scholars across CTSI-supported training and career development managed grant programs. The Education Lead Program Administrator will devote significant effort to managing program evaluation and grant data collection activities, documenting grant evaluation activities across all programs and ensuring that regular reporting deliverables and annual progress reports are produced on time. The person in this role will work directly and regularly with the CTSI Director of Research Education to manage onboarding of new administrative support staff in the Research Education branch, and will be responsible for supervising at least 2 education program coordinators in the branch. This person will report on the status of managed grant activities, develop and revise relevant workflows as needed, identify administrative needs and challenges, and provide operational-level program intelligence allowing the Director of Research Education and CTSI leadership to make evidence-based, strategic decisions about ongoing program development. The Lead Program Administrator will be expected to manage multiple initiatives simultaneously and to stay informed about relevant changes in grant structures and requirements at both the institutional and federal level. The position requires a well-organized, flexible team player with excellent project and grant management skills.
Supervision and Direction:
Reports directly to the CTSI Director of Research Education, and is accountable to CTSI leadership for specific assigned projects.
Post-Award Grant Management –
Manages workflows for administrative support staff and liaises with necessary institutional administrative offices to ensure that key post-award administrative tasks are accomplished on time and in compliance with institutional and federal requirements across all managed grants and funded programs within the Research Education branch.
Works directly with CTSI administration and finance to monitor and ensure that finance and budgetary requirements of trainees and scholars remain compliant with university and federal guidelines and to address trainee and scholar related issues as needed, reports regularly to Director of Research Education and meets regularly with CTSI finance and administrative teams to address potential challenges and provide status updates. Coordinates expenditure controls and reviews and approves invoices on relevant grant programs.
Completes proper training appointment documents for UR and Federal funders. Calculates and analyzes specific rates for stipends, health fees, tuition etc. and creates and routes the personnel action forms (PAFs) and federal forms
Responds to requests from CTSI administration for clarification or further information regarding grant requirements and compliance. Works with Director of Research Education and administrative support staff to address challenges and provide guidance on corrective measures.
Reviews and updates research education branch program RFAs and NOAs to ensure compliance and alignment with current institutional or federal guidelines.
Maintains Continuous Learning for Administrators of Sponsored Programs (CLASP) certification and attends regular CLASP-related meetings.
Education Program Management –
Works directly with program directors to develop and manage workflows for administrative support staff to support education and career-development needs of trainees, scholars and junior faculty across all managed grants and funded programs within the Research Education branch.
· Oversees the appointing of new trainees and scholars across programs into appropriate NIH and URMC systems (such as NIH xTrain and UR HRMS), manages and monitors a master schedule of trainee and scholar appointments and operational deliverables to be utilized by Research Education administrative support staff.
· Works with staff to manage the development and implementation of trainee orientation to managed grants and funded programs, including the development of up-to-date orientation materials.
· Works with assigned grant program evaluators, program directors/PIs and program administrative support staff to ensure that effective processes are in place to monitor and report on trainee and scholar career development planning.
· Works with program leaders and mentor development core to establish regular meetings and workflows to ensure that mentor needs are being addressed
· Liaises with other institutional departments, program leadership, and support staff to address issues related to trainee’s academic and program requirements, providing guidance to education program coordinators to ensure that needs are being met
· Responds to requests from CTSI leadership and administration for clarification or further information regarding trainee activities and compliance with program requirements.
· Reviews and updates research education branch program SOPs to ensure effective workflows across all trainee-related processes.
Grant Data Collection and Evaluation Management –
Manages and monitors a master schedule of regular data collection efforts across all programs, overseeing administrative support staff and program evaluators to ensure data collection efforts are implemented and meet reporting needs.
· Works directly with Director of Research Education and CTSI administration to develop and revise workflows that streamline data collection efforts for reporting purposes, including integration of data sets between CTSI REDCaps and the CTSI trainee tracking software, and efforts to develop sustainable mechanisms for long-term tracking of trainees and scholars.
· Works with evaluators to assists in managing data collection needs for trainee assessments or individual career development plans across funded programs
· Coordinates development of necessary training and data tables for grants in development within the CTSI
· Regularly meets with Director of Research Education to provide status reports and identify delays or challenges to meeting data collection deadlines, and actively participates in discussions of branch-level metrics and processes including identifying and compiling key performance indicators, and solutions deployment.
Regular and Ad Hoc Reporting -
Works with program leadership, CTSI administrative and evaluation teams, and the director of Research Education & Career Development, to produce annual performance reports (RPPRs) required by funding agencies as well as reports requested by CTSI or program leadership.
· Works with the Director of Research Education in the project management and preparation of required annual RPPRs across training and career development grants.
· Responds to requests from CTSI leadership for data reports used to support grant development, external advisory board meetings, CTSI annual reports, and the CTSI website.
Other –
Remains compliant with administrator training requirements (including CLASP and related UR training), and participates in webinars, working groups, and local or national administrator bodies with guidance from Director of Research Education. Utilizes lean performance improvement methodology throughout all work. Identifies potential collaborations, program improvements or risks. Contributes as active member of the team, providing feedback and recommendations to support the needs of the programs. Keeps current on key issues affecting strategic initiatives and operational imperatives. Builds and maintains inter-departmental relationships.
Minimum Education
Minimum of a bachelor’s degree in Business, Higher Education, Healthcare or related field.
Master’s degree preferred.
Experience
Minimum of 3 years grants administration or grant-related project management experience; or an equivalent combination of education and experience.
Experience with university administration and finance requirements.
Experience with higher education functions related to the support of trainee programs and junior faculty career development, preferably in health research settings. CLASP-training or equivalent institutional grant administration training preferred. Familiarity with federal NIH-grant reporting mechanisms preferred. Proficient in Microsoft Outlook, Excel, Word, PowerPoint. Database experience desired.
Knowledge, Skills & Abilities
Proven ability to interact with all levels of faculty and staff in a professional manner. Excellent communication skills focused on effective organization and project management. Attention to detail a must. Shows initiative and resourcefulness in managing priorities and takes responsibility for accomplishing his/her own work. Works collaboratively and maintains confidentiality of information at all times. Experience in scientific grant/manuscript preparation assistance is preferred.
