Job Description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

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:

400020 Microbiology & Immunology M&D

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.06 - $32.29

Responsibilities:

Provides administrative/management support to the Department of Microbiology and Immunology (both floors in KMRB and MRBX) and the Institute for Immunological Sciences (IIS). Develops and maintains departmental policies and procedures and implements administration/management activities related to facilities management (lab/office moves and general lab operations), hiring and onboarding of employees, providing project support in the areas of communications (newsletter/website), event planning, website maintenance and management of the equipment and space programs to ensure effective and efficient departmental operations. With limited direction, provides day-to-day support to the operations and overall workflow to achieve the strategic goals of the Department and IIS, and through the project work, make recommendations to improve operations.

ESSENTIAL FUNCTIONS

• Develops and implements operational procedures to improve efficiency within the department tied to the following business operations; coordination of facilities-related projects including lab and office moves, renovations, and lab decommissioning. Coordinates annual recertifications of Biosafety Cabinets/chemical inventories & equipment and space surveying. Continuously assesses opportunities for process improvement in these areas to review with leadership.
• Regarding resource allocation, assisting in hiring and onboarding employees to ensure effective and efficient operations working with the department and central HR team for staff hires, the Office of Academic Affairs for Faculty hires, GEPA(Office of Graduate Education and Postdoctoral Affairs) for hiring postdoctoral researchers and fellows and the Student Employment Office for hiring undergraduate students. Routinely makes recommendations on process improvements in each hiring arm.
• Leads/participates in special projects e.g., creating, managing, and distributing communications materials for the department. Work closely with team members to ensure consistent messaging, effective outreach, and engagement with internal and external audiences. Draft and edit newsletters. Assist in creating and distributing other internal communications, such as memos, announcements, bulletin boards and other updates as requested. Lead the planning, coordination, marketing and communication of departmental events (MBI Retreat/Holiday functions etc.), ensuring they run smoothly. Prepare summary reports of events for review with leadership.
• Ensure the functionality, performance, and user experience of the Department’s website(s). Update content, troubleshoot issues, and implement improvements. Work in partnership with central marketing individuals and other website resources dedicated to the Department to identify areas of concern and to problem-solve accordingly.
• Supports finance functions at the Department and Institute level including developing and reviewing budget expenditures for all projects being managed and, where necessary, prepares and process financial transitions. Identifies problems and makes recommendations to the supervisor
• Other job duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree required
• 1 year of experience in business operations or administrative role required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
• Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required
• Ability to effectively communicate and interact with all people required
• Intermediate knowledge of hardware and software functionality preferred

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.