Office Administrator Jobs in New York

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Job Location (Full Address):

140 Trustee Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100017 Office of the VP for Research

Work Shift:

UR - Day (United States of America)

Range:

UR URG 111 H

Compensation Range:

$30.87 - $46.25

Responsibilities:

With general direction as to policy and priorities, and considerable latitude for independent judgment and decision-making, this position serves as a trusted executive support partner to the Vice President for Research (VPR) and provides executive and operational support to the Associate Vice President for Research Integrity (AVP-RI), the Office of the Vice President for Research (OVPR), and the Office of Research Integrity, Stewardship & Ethics (ORISE). The position anticipates executive needs, manages complex and competing priorities, coordinates high-level communications and initiatives, and ensures timely follow-through on decisions and commitments across the University research enterprise. The position plays a central role in the effective operation of OVPR and in the continued development and maturation of ORISE by coordinating projects, information, relationships, and administrative systems in a complex and evolving environment. The position represents OVPR and ORISE with discretion, diplomacy, and professionalism to senior University leadership, trustees, deans, faculty, staff, students, and internal and external partners, and routinely handles highly sensitive and confidential matters.

ESSENTIAL FUNCTIONS
Executive Partnership and Priority Management

• Serves as a trusted executive support partner to the VPR and AVP-RI, developing a strong understanding of leadership priorities, responsibilities, and key relationships in order to anticipate needs and enable effective use of executive time.
• Independently manages and prioritizes complex calendars, appointments, travel, and competing commitments; exercises sound judgment regarding access, urgency, sequencing, delegation, and escalation.
• Prepares the VPR and AVP-RI for meetings and decisions by gathering and synthesizing background information, coordinating agendas and briefing materials, and identifying outstanding issues requiring attention.
• Tracks executive decisions, commitments, deadlines, and follow-up; proactively identifies dependencies, unresolved items, and matters requiring leadership action.
• Handles time-sensitive and highly confidential assignments and communications with discretion, accuracy, and appropriate judgment.
• Coordinates complex domestic and international travel and executive logistics, including detailed itineraries and related arrangements.

Strategic Initiatives, Projects, and Research Enterprise Coordination

• Coordinates high-priority initiatives and special projects on behalf of the VPR and AVP-RI across OVPR, ORISE, schools, and central University offices; maintains timelines, action items, and deliverables and facilitates timely follow-through.
• Develops and maintains project plans, trackers, and other organizational tools; follows up with stakeholders, identifies barriers or gaps, and supports resolution or escalation as appropriate.
• Coordinates selected institution-wide funding opportunities and centrally administered research awards, including communications, submissions, review processes, committee support, notifications, and reporting.
• Supports leadership committees, working groups, retreats, searches, strategic planning activities, and implementation efforts by coordinating materials, logistics, decisions, and next steps.
• Compiles and synthesizes data, reports, and other information for executive presentations, briefings, decision-making, and institutional requests.
• Partners with colleagues across the University to ensure alignment and continuity among related research enterprise initiatives.

ORISE Operations and Team Coordination

• Provides dedicated operational support to the AVP-RI and serves as an integral member of the ORISE team, contributing to the continued development and maturation of the office.
• Helps establish, document, and improve administrative systems, workflows, records practices, communication processes, and team routines that support efficient and consistent ORISE operations.
• Coordinates ORISE team meetings, planning sessions, onboarding activities, trainings, events, and cross-functional initiatives; tracks commitments and supports timely completion of follow-up actions.
• Supports secure handling, routing, and organization of sensitive and confidential information involving research integrity, compliance, personnel, legal, and institutional matters.
• Facilitates coordination between ORISE, OVPR, the Office of Counsel, Faculty Affairs, schools, and other University partners while maintaining appropriate confidentiality and role boundaries.
• Identifies opportunities to strengthen office effectiveness, consistency, and service and implements approved administrative and operational improvements.

Executive Communications and Stakeholder Relations

• Serves as a principal point of contact and trusted liaison for the VPR, AVP-RI, OVPR, and ORISE, exercising judgment in responding to, routing, and prioritizing inquiries and requests.
• Drafts, edits, and coordinates routine and confidential correspondence, memoranda, presentations, reports, meeting materials, and other communications on behalf of senior leadership.
• Maintains effective working relationships with the Offices of the President and Provost, Board of Trustees, deans, senior administrators, faculty leaders, staff, students, and external partners.
• Coordinates complex communications and information flow across multiple stakeholders to ensure senior leaders are appropriately informed and prepared.
• Represents OVPR and ORISE with professionalism, tact, discretion, sound judgment, and a strong service orientation in high-level and sensitive interactions.

Financial and Administrative Operations

• Coordinates and monitors administrative and financial activities for OVPR and ORISE, including purchasing, invoices, P-card activity, reimbursements, travel expenses, and related documentation.
• Assists with budget planning, tracking, reconciliation, and preparation of financial information for leadership review and decision-making.
• Ensures administrative transactions and purchases are timely, accurate, cost-conscious, and compliant with University policies and procedures.
• Coordinates office space, equipment, supplies, services, records, and other operational needs for OVPR and ORISE.
• Provides cross-coverage and continuity for executive and administrative functions within offices reporting to the VPR as needed.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree required
• and 3 years relevant experience required; preferrably of progressively responsible experience providing executive-level support to senior leadership in a complex organization
• 10 or more years of executive support experience; experience in higher education, academic medicine, research, legal/compliance, or another complex or regulated environment preferred.
• Or equivalent combination of education and experience
• Advanced coursework or training in business administration, project management, higher education administration, or a related field preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required
• Exceptional judgment, discretion, professionalism, and demonstrated ability to handle highly sensitive and confidential information strongly preferred.
• Proven ability to anticipate executive needs, manage complex and competing priorities, exercise independent judgment, and follow matters through to completion strongly preferred.
• Excellent written and verbal communication skills, executive presence, diplomacy, and ability to build effective relationships with senior leaders and diverse internal and external stakeholders strongly preferred.
• Strong project coordination, organizational, problem-solving, and process-improvement skills, including the ability to synthesize information and prepare executive-level materials strongly preferred.
• Ability to remain composed, adaptable, and service-oriented in a fast-paced environment with frequent changes in priorities strongly preferred.

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