Full Time 40 hours Grade 051 Clin & Trans Science Institute Schedule 8 AM-5 PM; OCC WKENDS Responsibilities General Purpose: With minimal direction and considerable latitude for independent judgment, and acting as part of a professional collaborative team, the CLIC Administrative Assistant plans, establishes and oversees all administrative functions of CLIC, assisting the CLIC Executive Director, CLIC Lead Meeting Planner and CLIC PIs to accomplish the aims and goals of the NCATS-funded Coordination Center for Leading Innovation and Collaboration (CLIC) . Specific Responsibilities: With general guidance as to priorities, and with considerable latitude for independent judgment: Assists with processes critical to the operation of CLIC, including creation and maintenance of CLIC documents on shared drives (e.g. Sharepoint, Box or others); manages agenda and meeting minutes for CLIC leadership meetings; assists with gathering, analyzing and making decisions based on data for operating budgets and financial reports, and assists with preparing analyses and allocates expenses for CLIC. Assists with coordinating expenditures and property controls, reviews and approves invoices relating to CLIC office purchases. Assists with data collection and management for specific functional areas in support of CLICâ™s required annual progress report to the NIH; implements the plan for gathering and organizing data; monitors accuracy and completeness; monitors and ensures quality of documents prepared for each report. Assists with planning, coordinating and implementing internal meetings, and works closely with CLIC Lead Meeting Planner to actively contribute to the planning, design, organizing and producing of CLIC meetings and events, including making all necessary arrangements for the events and collaborating with CLIC staff, NCATS, and other key stakeholders. Assists with coordinating, planning and implementing the administrative activities necessary for managing all events within time limits, including organizing eventsâ™ details, registration of attendees, arranging for catering, , and preparing and disseminating meeting agenda and materials. In conjunction with CLIC Lead Meeting Planner, assists with managing schedules and arranging for webinars and other interactive remote teleconferences. Manages calendar of events and meetings for CLIC. Coordinates with CLIC Meeting Planners to provide CLIC Senior Leadership with full array of administrative support, including calendar support, travel arrangements, data gathering, spreadsheet preparation, and Power Point presentation preparation. Liaison to University Facilities and Space Planning for issues relating to CLIC office space in Saunders Research Building. Assists in determining equipment needs and initiates or authorizes orders for space, equipment, supplies and services; recommends purchase or repair of major equipment. Is responsible for operation of stockrooms. Acts as liaison for maintenance, custodial, purchasing and other central services. Acts as an initial contact person for unsolicited inquiries to CLIC. Serves as a resource for CLIC staff, faculty and other University members. Provides coordination of other day-to-day CLIC activities as requested by CLIC Executive Director. Requirements A college degree or an equivalent combination of experience and training is required. 1 year of relevant administrative experience. Prefer three years of relevant administrative experience, including a year of administrative experience in an academic office or equivalent experience and experience working with upper level executives. Excellent communication, organizational and interpersonal skills are necessary. Experience in scientific grant and manuscript preparation process is highly preferred. Experience with sponsored training programs preferred. Must be highly skilled with Microsoft Office software, especially Word, Excel and Outlook. The University of Rochester is committed to fostering, cultivating and preserving a culture of diversity and inclusion. The University believes that a diverse workforce and inclusive workplace culture enhances the performance of our organization and our ability to fulfill our important missions. The University is committed to fostering and supporting a workplace culture inclusive of people regardless of their race, ethnicity, national origin, gender, sexual orientation, socio-economic status, marital status, age, physical abilities, political affiliation, religious beliefs or any other non-merit fact, so that all employees feel included, equal valued and supported.
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