Full Time 40 hours Grade 051 Surgery- Cancer Control Schedule 8:30 AM-5 PM Responsibilities Position Summary: This position serves as the administrative assistant for Senior Faculty in the department of surgery who is the Executive Co-Director of the Wilmot Cancer Institute Cancer Control and Survivorship Research Program, Executive Director of the PEAK Human Performance Clinical Research Lab and Deputy Director of the University of Rochester NCI Community Oncology Research Program Research Base. This position reports directly to the Director. With minimal direction and latitude for independent judgment, performs routine and non-routine duties requiring high-level and advanced administrative, management, grant submission and accounting skills. The individual in this position must deal with highly confidential information and must be able to work with limited supervision and be able to exercise independent judgment. Experience and knowledge of University policies and procedures is required. This position requires a highly-motivated, professional, courteous individual with superior interpersonal and communication skills, who can interact with students, staff, faculty, clinicians and executive leaders (e.g., President, CEO, Deans, Department Chairs, Center Directors) in the Medical Center and University at large, as well as, executives from across the United States and globally. This position requires an individual who is comfortable working in a fast-pace environment, multi-tasking, figuring out new things and new ways of operating, and who can get along well with all types of colleagues. Responsibilities Provide administrative support to Senior Faculty, whose responsibilities include three positions: Co-Director of the Cancer Control and Survivorship Research Program, Director of the PEAK Human Performance Research Lab and Deputy Director of the University of Rochester NCI Community Oncology Research Program Research Base. Provide support for the Executive Directorâ™s multiple competing demands include mentoring, research and grants, as well as institutional, national and international leadership and administration. Manage calendar, email, and answer phones Schedule face-to-face and online meetings and interviews using Outlook, Web Ex, etc. Prepare correspondence and transcriptions (e.g., professional letters, meeting notes and minutes) using MS Word, Power Point, Web Ex, etc. Compose, organize, maintain, regularly update and file routine materials (e.g., CV, NIH biosketch, short and long biography, mentoring tables, grants and funding tables, ongoing project tables, etc.) Copy edit and proof read all documents such as professional letters, articles and book chapters, grants, etc. Manage administrative details, including telecommunications, signage, directories, equipment, facilities, IT, etc. in collaboration with other department personnel as needed Schedule, arrange and coordinate speaking engagements and travel, nationally and internationally, including meeting registration, plane, hotel and transportation reservations, financial requisitions and reimbursement Assist with developing slides and poster presentations using presentation platforms such as Power Point, Keynote, Adobe and others Ensure that meeting/lecture preparation time is built into Directorâ™s schedule, and that agenda and all meeting materials are fully prepared and distributed to the Director and attendees in advance Attend face-to-face and online meetings as requested; provide support and serve as recording assistant; research, prepare, proof and distribute agendas, handouts, power points, and related materials in advance of meetings, obtain information, distribute minutes; monitor progress and follow up on action items as requested. Exhibit a high level of professionalism and use excellent problem solving-skills in processing administrative requests and working with colleagues Independently respond to difficult situations, highly-sensitive phone calls, high-level visitors, and other important, time-sensitive requests Carry-out independent and research via the internet, contacting relevant departments and individuals, reading and review of printed material to aid with problem-solving and implementing new approaches Schedule and coordinate complex small and large group meetings, both on-site and off-site, for various stakeholders that often include trainees, staff, faculty, senior leaders and high-profile individuals at UR, URMC, the National Cancer Institute, and from other institutions and countries.Responsibilities include, but are not limited to, proactively collaborate with various University offices to arrange and confirm scheduled appointments (attendees, room reservations, locations, times, etc.), work with external vendors for supplemental services as needed (catering, parking, transportation, security, audiovisual, etc.) Manage onsite logistics and independently troubleshoot to resolve potential issues for special events, staff meetings, retreats, and other activities on and off campus.Ensure attendees have a positive experience by providing excellent customer service in a highly professional manner Provide administrative support for sponsored projects, grants and contracts, including signing of contracts, invoicing, managing ledgers and contracts in collaboration with finance personnel, providing deliverables, reporting on deliverables, submitting grants and contracts, etc. Assist Director and collaborators with all aspects of grant submission Help with maintaining budgetary oversight for program expenses, assist in review and justify monthly ledgers with the Director and other personnel as needed; analyze financial effectiveness of certain areas related to cost centers, grants, conference registrations, travel reimbursements, event expenses, working retreats, professional development, expenses for reimbursements, etc. Act as a steward for the work environment by maintaining the professional visual aesthetic of the office suite and facilitating replenishment of office supplies, timely repair of equipment, furniture, etc. Update Director regarding announcements, deadlines, policy changes Manage websites and social media sites in collaboration with other personnel and identify and make required updates as needed Perform all other duties as assigned Qualifications Bachelorâ™s degree required with 1 year or more relevant experience in administrative capacity in an academic office required; or an equivalent combination of experience and training. Extensive computer skills and experience required; experience with Windows, MSOffice Suite (Word/Excel/PowerPoint/Outlook/Access), Adobe Acrobat, Web Ex, Doodle Poll, Survey Monkey, Webpage, Go-to-Meeting, Facebook, Keynote and others Preferred experience in University environment
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