Secretary (Min 3 years office experience)
University of Rochester - Rochester, NY

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Job Posting # 179617

HOURS: Full-time
8:30am – 5:00pm


Candidates who do not have at least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation need not apply.

Technical: Advanced secretarial skills in all Microsoft Office Suites, Adobe, Reference Manager, and the ability to be Web Savvy. The ability to operate commonly used office machines, such as, office copiers, fax machines, and scanners.

Education: 2 years of post high school education in secretarial studies or the equivalent. Associates degree or higher education preferred.

OR a combination of formal training and experience equivalent to the above.

With minimal direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced skills and proficiency for Director, departmental faculty, program manager, and project coordinators. Interfaces with on and off-site research faculty and administrators in his/her role as an assistant for the clinical trials conducted within the program. Compiles and disseminates study-related information to on and off-site researchers and is responsible for considerable departmental administrative duties. Employs excellent skills in the use of computer software, such as Microsoft Office products, Reference Manager, Adobe, the Internet, as well as other University systems.

SUPERVISION & DIRECTION: Reports to the Financial Administrator


Provides administrative assistance to faculty members, assisting in administrative facets of clinical trials. Responsible for research site invitations, including collecting and maintaining regulatory data including the invitation, responses, document completion with appropriate follow-up correspondence addressing problems and questions. Collects and organizes information received from offsite investigators and coordinators for studies. Responsible for coordination of study related conference calls. Prepares and copies all study related materials, disseminating to offsite coordinators to ensure the smooth running of ongoing clinical trials. Manage extensive study mailbox system for a large clinical study requiring full understanding of the study structure and process as well as all study records to ensure correct record sorting.

Accurately maintains the large international ECG warehouse website (THEW). Works on various tasks for THEW, including filling requests for the Demo Version of its software platform; which also entails researching and compiling various information on organizations for data input into THEW Client Application and the THEW Administrative Database. Independently determines level of appropriate access to data based on new requests from researchers. Maintain the THEW Global email list, planning travel, various other tasks as needed. Send out correspondence relating to study. Update study forms as needed.

Responsible for arranging administrative and study related meetings, local, national and international. Coordinates the conference space making all arrangements with travel agencies, hotels and catering staff. Arranges travel for on-site and off-site faculty to attend study related meetings. Prepare travel and conference forms or Request for Payment Forms for reimbursements of travel or miscellaneous expenses.

Assist in literature searching and publication download/retrievals for ongoing research activities.

Responsible for stocking, inventory and disseminating study related supplies to participating sites for ongoing studies.

Performs various secretarial duties including copying and faxing for departmental personnel. Ordering and maintenance of office supplies and equipment, pick up and/or delivery of reports, memos, requisitions, etc. Maintain reprints for all faculty publications. Coordinate Environmental Services and Facilities service calls. Perform mail duties in absence of Data Control Clerk.

Maintain CV for Director and department faculty with input of new journal articles. Responsible for bibliography management using Reference Manager software. Maintain eCV for Director and other faculty. Maintain the HRFUP website using Adobe Contribute CS3 software. Provides routine scheduled review and updates of the website contents regarding projects and publications. Request permissions for tables or figures in preparation of reuse in the Director’s new journal articles or chapters in books. Retrieve table of contents from journals for the Director weekly. Perform library research and medicine search for specified research articles. Develop and maintain tracking systems for abstracts and articles in selected medical journals. Maintain the department’s journal library.

Assist Financial Administrator with grant related duties such as collection of other support, biosketches, and other grant related materials for preparation of grants and progress reports.

Track and log HSPP approvals and all other regulatory documents for on and off-site personnel

University of Rochester is an Equal Opportunity Employer