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Job Location (Full Address):

265 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400119 Surgery-Cancer Control

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.06 - $32.29

_The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._

Responsibilities:

GENERAL PURPOSE

Provides executive high-level administrative support to the Associate Director of Wilmot Cancer Institute for Population Science, who is also Co-Director of the URCC NCORP Research Base (an NCI funded $30+ million nationwide cancer clinical trial network with more than 35 partner institutions across the country), and Director of the URMC PEAK Human Performance Clinical Science Program, and Director of the Wilmot RENEW Program within the Wilmot Integrative Oncology Center. Helps the Director with direct oversight of Wilmot Cancer Institute operations related to Population Science and the Cancer Prevention and Control Program, as well as the RENEW Clinical Exercise Oncology Program within the Integrative Oncology Center at Wilmot.

This position is within the Department of Surgery, Division of Supportive Care in Cancer, located in the Saunders Research building.

Helps with direct oversight of operations of the URCC NCORP Research Base and PEAK Human Performance Clinical Science Program. This position is fulltime onsite. This individual must be highly professional and able to handle sensitive and confidential information and communication, provide and ensure a professional work environment, communicate and collaborate in a timely, respectful and professional manner with other senior leadership in the University and Medical Cener (e.g., Wilmot Director and Associate Directors, VPs, Deans, Provost, Presidents Office, Institute and Center Directors), faculty, coworkers, and supervisors spanning multiple departments and centers. This position requires high-level professional communication with external senior stakeholders at NIH (e.g., NIH Directors and Center Directors), NCI (e.g., NCI Director and Chiefs), senior leadership at other NCI designated cancer centers and medical centers both nationally and internationally as needed.

This individual must be able to multitask in a highly dynamic demanding environment and respond effectively to unexpected and unforeseen urgent matters. This individual must be highly organized, self-directed motivated and able to work independently with minimal oversight. Occasional evening and weekend work may be required. Occasional travel out of town and out of state may be required.

ESSENTIAL FUNCTIONS

General Administration Duties Across all Medical Center Leadership Positions held by the Director

+ Responsible for achieving outcomes that have a major impact on results that affect multiple departments and centers across the entire medical center.

+ Exercises discretion and good judgement while working independently under limited supervision

+ Can work independently on variety of complex projects that involve multiple departments and centers spanning outside of the department of surgery

+ Organizes calendars, schedules events and meetings, and manages commitments prioritizing and delegating as appropriate and necessary.

+ Oversee email group lists for various groups to communicate with internally and externally.

+ Oversee, submit, and ensure compliance with NIHMS and MyNCBI to ensure publications are compliant with federal regulations.

+ Plan, execute and provide high level meeting support for meetings, compiling data, preparing reports, agenda, and distribution and monitoring of action items and follow-up communications.

+ Assists with grants, proposals, and progress reports.

+ Helps with oversite of financials, compliance forms, and financial sign offs.

+ Procurement card holder

+ HRMS payroll approval for Monthly, Semi-Monthly, and Biweekly for all direct reports and teams

+ Independently, compose and send out announcements, emails, and vital information on behalf of the Director to senior leaders externally across multiple universities and organizations and internally across multiple departments and centers.

+ Work collaboratively across multiple functional teams to prepare reports on key updates, metrics, and milestones.

+ Manage sensitive and complex situations on behalf of the Director when appropriate, using sound judgment, high degree of discretion, and professionalism.

+ Schedule and organize travel, help with travel reimbursement for the Director

+ Draft, proof-read, finalize, and submit letters of support for grants, promotions, students etc.

+ Organize, schedule, run, record and save Zoom meetings with chat notes; provide access to recordings and notes for individuals who need info from these meetings per the Director’s guidance.

+ Maintain an active and organized list of action items and have quick daily and longer weekly check-ins (more often if needed) with the Director to ensure things are completed on time and that all operational, functional and strategic goals are being met.

+ Create and execute Doodle Polls and Survey Monkey surveys; summarize information from these and use data to generate reports, and other items as needed by the Director.

+ Use team management software (e.g., Microsoft Teams, Write) to initiate and organize projects; to organize workflows and tasks, monitor progress of team members and task completion in an independent manner with limited oversight.

+ Compiles high-level meeting summaries or reports with action items, due dates and who is responsible; help track progress and completion of action items with limited oversight.

Administrative Duties for Wilmot Associate Director for Population Science

+ Communicates with employees both within and outside of the department of surgery to explain, interpret and advise them on matters associated with their membership and responsibilities in the Wilmot Cancer Institute Cancer Prevention and Control Program.

+ Advises and ensures employees both within and outside of the department of surgery understand and align on the practices and policies and expectations of the Wilmot Cancer Institute regarding the Cancer Prevention and Control Program.

+ Assists with Wilmot Executive Leadership meetings, Wilmot Senior Leadership meetings, Wilmot Program Leader meetings and Wilmot, Wilmot Investigator Membership and Shared Resource meetings and Wilmot CPC membership meetings.

+ Compiles and generates reports tracking and highlighting Wilmot CPC members’ scientific accomplishments from across multiple departments and centers at the University of Rochester.

+ Responsible for compiling data, reports and other information from multiple departments for submission of the Wilmot CCSG progress reports.

+ Creates, organizes, and distributes the annual calendar, agendas and all materials for all Wilmot Cancer Prevention and Control (CPC) meetings, which are once a month with > 30 faculty from across multiple departments within the University.

+ Maintains and monitors the “WCI_cancercontrol” email listserv, updates it twice a year and uses it to send communication about CPC events and wide variety of other WCI events along with other relevant updates and information to members.

+ Organizes and helps lead Wilmot CPC program retreats with faculty and staff from Departments across the entire University and is responsible for inviting and communicating external guests.

+ Organizes and assists in leading University-wide Search Committees for Wilmot Population Science junior and senior faculty recruits (e.g., new Wilmot Associate Directors, Program Leaders, and cancer scientists).

+ This position requires high-level skills and sensitive communications with Department Chairs and Center Directors internally as well as senior leadership externally at other medical schools and organizations.

+ Helps with hosting national and international speakers and visiting scientists.

+ Helps with scheduling and billing for events and dinners etc. as needed for Wilmot activities.

+ Helps the Director with CCSG grant sections, progress reports, competing renewal applications, and any additional items needed for Wilmot, etc.

Administrative Duties for URCC NCORP Research Base Contact MPI and Co-Director

+ Communicates with employees both within and outside of the department of surgery to explain, interpret and advise them on matters associated with their responsibilities and activities in the URCC NCORP Research Base.

+ Responsible for making significant improvements in processes, procedures and systems to improve performance of the Research Base.

+ Advises and ensures employees both within and outside of the department of surgery understand and align on the practices and policies Research Base.

+ Assists with URCC NCORP Research Base Leadership and Scientific meetings, Senior Cabinet meetings, and staff leadership meetings.

+ Schedules and organizes URCC NCORP Research Base virtual meeting once a year in collaboration with the URCC NCORP Executive Director of Research Operations (e.g., picks dates, set up zoom, creates agenda, invites speakers, organizes ppts, and more).

+ Requires significant engagement with individuals across multiple departments and externally.

+ Schedules and organizes all aspects of the URCC NCORP Research Base Annual meetings held in Rochester or other local cities (e.g., Niagara Falls, Geneva); meeting is large with 200-300 attendees from across the United States and from NCI. Finds hotel and conference site, executes contracts, sets up master billing, invites special guests, oversees all expenses and reimbursements for attendees, oversees setting up and registering attendees, and is essentially responsible for the entire oversight of this meeting in collaboration with the Executive Director of Research Operations for the URCC NCORP Research Base and the Director.

+ Compiles, tracks, highlights and generates reports of URCC NCORP members’ scientific accomplishments.

+ Creates, organizes, and distributes the annual calendar and agendas for all URCC NCORP Research Base meetings. Invites and schedules external and internal speakers.

+ Schedules zoom and in person URCC NCORP meetings ensures everything is ready for the meeting.

+ Creates and maintains the “URCC_NCORPRB” email listserv, updates it twice a year and uses it to send communication about URCC NCORP events and wide variety of other URCC NCORP information along with other relevant updates and information to members.

+ Organizes and helps lead URCC NCORP Research Base retreats with faculty and staff from multiple Departments across the entire University.

+ Organizes and assists in leading University-wide Search Committees for NCORP faculty recruits. This position requires high-level skills and sensitive communications with Department Chairs and Center Directors internally as well as senior leadership externally at other medical schools and organizations.

+ Helps with hosting national and international speakers and visiting scientists (e.g., travel, housing, agenda).

+ Helps with scheduling and billing for events and dinners etc. as needed for URCC NCORP activities.

+ Helps with URCC NCORP Research Base grant sections, progress reports, competing renewal applications, etc.

+ Occasional travel to Research Base sites, professional conferences, or NCI meetings may be necessary to assist with Research Base activities.

Administrative Duties for PEAK Human Performance Science Program Director

+ Helps with organizing and oversight of PEAK activities in collaboration with the Director and PEAK Manager.

Administrative Duties for RENEW Clinical Exercise Oncology Program Director

+ Helps with organizing and oversight of RENEW activities in collaboration with the Director and RENEW manager.

Other Duties

+ Helps with national and international committee work that the Director is responsible for as a Chair or member (e.g., NCI Board of Scientific Advisors, NCI Director’s Community Research Task Force).

+ Requires significant communication with high-level leaders outside of the URMC.

+ Helps with work as needed for university committees that the Director is leading or a member of requiring extensive communication across multiple departments.

+ Helps with anything needed for development, publication, and dissemination of oncology treatment guidelines that the Director is responsible for at national and international levels.

+ Helps with article and book chapter submissions.

+ Helps other faculty as appropriate

Other duties as needed at the discretion of the Director.

MINIMUM EDUCATION & EXPERIENCE

+ Bachelor’s degree or equivalent combination of education and experience required.

+ 5 years of relevant experience preferred.

KNOWLEDGE, SKILLS AND ABILITIES

+ Strong organizational and time-management skills required

+ Excellent communication and interpersonal skills, especially regarding high-level sensitive information required.

+ Ability to work collaboratively in a team environment required

+ Advanced knowledge of the medical center, Wilmot and departmental activities required.

+ Basic proficiency with Microsoft Office Suite and social media platforms required

+ Strong project management skills, with the ability to manage multiple tasks simultaneously preferred.

+ Proficiency with data analysis tools and software preferred.

+ High-level proofreading/editing skills with attention to grammar, punctuation, spelling, etc. preferred.

+ Strong attention to detail and ability to organize complex tasks and accomplish them independently with minimal oversight preferred.

+ Ability to effectively multitask in a fast pace and dynamic environment preferred.

+ Ability to delegate and collaborate effectively with other staff and faculty preferred.

+ Willingness to learn and adapt quickly to new systems, priority shifts, and new policies preferred..

+ Ability and willingness to assist on special projects and the ability to work independently and as a team member preferred..

+ Proficientcy with Outlook for e-mail and calendar management, Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Zoom, Doodle and Survey Monkey preferred.

+ Experience with WebEx, Microsoft Teams or other workflow management software, eRA Commons, and ASSIST along with several other software and computer products preferred.

LICENSES AND CERTIFICATIONS

+ CLASP Certification preferred.

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At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.