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About the Role

This role provides essential administrative, communications, and project management support for key departments and initiatives within the University of Rochester, including Environmental Medicine and Public Health Sciences (EMPHS) and the Institute for Human Health and the Environment (IHHE). The position involves managing communications, supporting faculty and leadership, and leading other support staff to ensure smooth operations and program success.

Responsibilities

Provide administrative and communications support and project management assistance for the Department of Environmental Medicine and Public Health Sciences (EMPHS) and the Institute for Human Health and the Environment (IHHE).
Support faculty and the Director of Research Operations in the Department of EMPHS, and departmentally administered programs.
Manage communications within the department and across departmental programs and stakeholder groups.
Provide work leadership to other support staff.
Process highly confidential administrative information and work with limited supervision, exercising independent judgment.
Assist with planning, organizing, implementing, and evaluating internal programs in collaboration with the IHHE Director and Department Chair.
Develop monthly and yearly action plans, monitor programmatic resources, and recommend process improvements.
Provide ongoing administrative support for IHHE meetings, events, and initiatives, as well as workshops, symposia, and seminars.
Manage the time and calendar for the Vice Chair of Research, prioritizing competing demands.
Provide logistical assistance for planning and executing departmental events, including seminars, workshops, and retreats.
Handle event-related tasks such as advertising, room reservations, virtual technology setup, speaker invitations, and travel arrangements.
Facilitate communication about the Department, IHHE, and EHSC to raise awareness of activities and accomplishments internally and externally.
Collaborate with University Public Relations and URMC Communications to create and maintain communication materials.
Compile and disseminate regular internal and external communications, including newsletters and social media posts.
Assist in organizing, establishing, and administering programs for research catalyst/pilot project grants, summer fellowships, and community-based grants.
Manage the distribution of program requests for applications, coordinate submissions and reviews, and process awards.
Ensure compliance with pre-award requirements (IRB/UCAR) and maintain databases for tracking projects and publications.
Coordinate awardee presentations, track compliance requirements, and gather data for progress reports.
Plan and coordinate departmentally supported seminar series, workshops, and symposia.
Establish and maintain positive working relationships with external agencies and organizations.
Plan event schedules, reserve space, ensure media are in place, and manage other logistical arrangements.
Communicate directly with invited speakers, develop visit schedules, and arrange travel and accommodations.
Serve as a representative during visitor visits.
Publicize events within the department, EHSC, IHHE, Medical Center, University, and externally.
Maintain a safe and efficient office environment by working with Facilities, Environmental Services, and outside vendors.
Maintain schedules for department conference rooms and ensure they are set up for meetings and classes.
Serve as a point of contact for Facilities requests and follow-up.
Order and maintain inventory of office supplies.
Perform other duties as assigned.

Requirements

Associate's degree and 3 years of progressively responsible experience in administrative support, including lead experience required.
Bachelor’s degree preferred.
Equivalent combination of education and experience.
Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required.
Knowledge of 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, and event planning required.
Ability to effectively communicate and interact, both verbally and in writing, with all people required.
Intermediate knowledge of hardware and software functionality preferred.
Knowledge of University policies and procedures, familiarity with personal computers and MS Office (MS Word, Power Point, Excel, etc.) preferred.
Must have the ability to manage multiple activities under pressure and demonstrated ability to meet deadlines.
Requires good judgment, independent thinking, effective organization and multi-tasking skills.
Must be organized, detail oriented, able to work in a team environment, and be able to anticipate needs, prioritize assignments and proactively resolve issues/problems.

Skills

Microsoft Suite
FileMaker Pro
Virtual collaboration tools (Zoom, Box)
Adobe
Office procedures
Database entry principles
Customer service principles
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
Communication (verbal and written)
Hardware and software functionality
MS Office (MS Word, Power Point, Excel, etc.)
Time management
Organization
Multi-tasking
Independent thinking
Problem resolution

Location

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

Work Type

Full time
Regular

Experience Level

3 years of progressively responsible experience in administrative support, including lead experience

Education Level

Associate's degree
Bachelor’s degree preferred

Salary/Compensations

$21.78 - $30.53 per hour

About the Company

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.

Equal Opportunity

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.