Department Program Specialist I Job at University of Rochester (Rochester)

Job Description

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.

Job Responsibility

Provides executive high-level administrative support to the Associate Director of Wilmot Cancer Institute for Population Science, Co-Director of the URCC NCORP Research Base, and Director of the URMC PEAK Human Performance Clinical Science Program, and Director of the Wilmot RENEW Program
Helps 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
Helps with direct oversight of operations of the URCC NCORP Research Base and PEAK Human Performance Clinical Science Program
Organizes calendars, schedules events and meetings, and manages commitments prioritizing and delegating as appropriate
Oversee email group lists for various groups
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
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
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
Maintain an active and organized list of action items and have quick daily and longer weekly check-ins with the Director
Create and execute Doodle Polls and Survey Monkey surveys
Use team management software to initiate and organize projects
Compiles high-level meeting summaries or reports with action items, due dates and who is responsible
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
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
Maintains and monitors the “WCI_cancercontrol” email listserv
Organizes and helps lead Wilmot CPC program retreats
Organizes and assists in leading University-wide Search Committees for Wilmot Population Science junior and senior faculty recruits
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
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
Schedules and organizes all aspects of the URCC NCORP Research Base Annual meetings held in Rochester or other local cities
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
Schedules zoom and in person URCC NCORP meetings ensures everything is ready for the meeting
Creates and maintains the “URCC_NCORPRB” email listserv
Organizes and helps lead URCC NCORP Research Base retreats
Organizes and assists in leading University-wide Search Committees for NCORP faculty recruits
Helps with hosting national and international speakers and visiting scientists
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
Occasional travel to Research Base sites, professional conferences, or NCI meetings may be necessary to assist with Research Base activities
Helps with organizing and oversight of PEAK activities
Helps with organizing and oversight of RENEW activities
Helps with national and international committee work that the Director is responsible for
Helps with work as needed for university committees that the Director is leading or a member of
Helps with anything needed for development, publication, and dissemination of oncology treatment guidelines that the Director is responsible for
Helps with article and book chapter submissions
Helps other faculty as appropriate

Requirements

Bachelor’s degree or equivalent combination of education and experience required
5 years of relevant experience preferred
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
CLASP Certification preferred

Nice to have

Strong project management skills, with the ability to manage multiple tasks simultaneously
Proficiency with data analysis tools and software
High-level proofreading/editing skills with attention to grammar, punctuation, spelling, etc.
Strong attention to detail and ability to organize complex tasks and accomplish them independently with minimal oversight
Ability to effectively multitask in a fast pace and dynamic environment
Ability to delegate and collaborate effectively with other staff and faculty
Willingness to learn and adapt quickly to new systems, priority shifts, and new policies
Ability and willingness to assist on special projects and the ability to work independently and as a team member
Proficientcy with Outlook for e-mail and calendar management, Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Zoom, Doodle and Survey Monkey
Experience with WebEx, Microsoft Teams or other workflow management software, eRA Commons, and ASSIST along with several other software and computer products
CLASP Certification

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Department Program Specialist I

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