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Graduate Program Administrative Assistant

Department of Biomedical Engineering
Code: 1256 
Grade: 51

Position Summary: This position interfaces with many University departments to ensure effective day-to-day operations of the Post-Graduate Program for BME; provide assistance to faculty, staff and students.

Supervisionand Direction Received: Receive minimal direction from the Department Chair and Department Administrator.

Supervision and Direction Exercised: As required by the Department Chair and Department Administrator.

RESPONSIBILITIES; All duties are essential.

Graduate Program Administration:

30% Student Support: Initiate and process appointment/reappointment forms, consult with faculty research advisors for terms of appointments; maintain graduate student database: assist students with advisory committee meetings, qualifying exams, seminar presentations; review graduate student registrations, advise students of policies and procedures; coordinate first-year exam schedule, prepare slides for faculty meeting to approve first-year exam results; organize Intro to Faculty presentations, generate and submit programs of study, first-year exam reports, and qualifying examination appointment and report forms; assist MS students with thesis defense paperwork; assist PhD students with submitting defense paperwork and monitor its progress in the PhD online system; create and submit new course and course change forms; compile data and complete various program surveys and training grant requests from other departments; provide certification and verification letters as requested.

30% Recruiting and Admissions: Assist Graduate Admissions Chair and Graduate Recruiting Chair; process  applications through the online system Slate; produce periodic reports; correspond with prospective students. Organize BME Applicant Day(s) including scheduling faculty appointments and making hotel, meals, and transportation arrangements; coordinate individual visits for candidates as required; arrange with Dean's office to send offer letters and rejection notices; prepare visa paperwork for incoming foreign students; prepare and submit special fellowship applications for additional funding; arrange and conduct BME graduate student orientation session in August, prepare handouts, assist students with completion of paperwork, and inform students of policies and procedures. Organize and attend the annual BMES meeting.

Administrative Sugport:

20%  Initiate and  process appointment/reappointment forms for post-docs; generate and submit visa applications for international post-docs; monitor and approve payroll for post-docs; consult with primary investigators/faculty for proper salary distributions, ensure generation of distribution change forms as necessary. Process reimbursement forms for graduate students and postdocs. Supervise student office assistants when needed; assist with special Department events.

Committees and Meetings:

20% Administrative Support: Organize and attend monthly BME Graduate Committee meetings, maintain minutes and agendas; disseminate information to students as necessary regarding policy changes, responses to petition requests; assist Committee Chair in maintaining Graduate Handbook as required; attend Graduate Admissions meetings and take notes; assist with organizing Graduate Student Summer Seminar Series,; prepare and email departmental seminars notices; email other University-wide events to BME community; attend monthly faculty meetings and take notes. 

Qualifications: Requires Bachelor's Degree and one year of relevant administrative experience or equivalent combination of training and experience


Staff Accountant I 

Biomedical Engineering
Staff Accountant I Full-Time |40 hours
Grade 51

Position Summary:

Under the general direction of the BME Finance Team, with latitude for the exercise of independent judgement and initiative, perform accounting and administrative activities for engineering department maintaining accurate financial records and research academic programs. With latitude for independent decision making, the analyst leads efforts for database creation, data management, and analysis in support of the Biomedical Engineering initiatives. This position is expected to act with a high-level of independence and should, in an ongoing way, review program financial systems and take initiative to improve it.

Specific Responsibilities

55% of Effort          Accounting/Analyst Description

  • Support of accounting activities for Biomedical Engineering
  • Within department guidelines but with latitude for independent judgment and self-directed action, analyzes accounting records, maintains complete and systematic set of records of department financial
  • Exercises knowledge of accounting principles and maintains a financial database using URGems and shadow
  • Ensures pcard system policies and procedures are adhered to for bank approvals.
  • Accountable for data accuracy associated with encumbrances and transactions entered into UofR’s accounting system, reconciles monthly accounting statements and summary reports to
  • Analyzes accounting data, prepares conclusive reports based on analysis and supports Financial Team with various budgetary reports for the Dean’s Office.
  • Computes and compiles periodic financial reports such as forecasts, budget variances, and project
  • In partnership with the Finance Team, conducts project close-outs by working with Office of Research Accounting and Costing Standards (ORACS) representatives.
  • Manages the financial responsibilities for multi-year

20% of Effort          Grant Support

  • Provides grant accounting management support to Sr. Faculty Research Administrator with pre-award
  • Prepare complex financial budgets for pre-award
  • Collaborates with faculty in formulating pre-award documents and prepare PI approval forms for ledgers.

20% of Effort           Purchasing and Finance Administration

  • Exercises independent authority in assessing research lab supplies, purchases both capital and non-capital
  • Collaborate with faculty and lab personnel to determine financial accounts and spend codes, to ensure accurate accounting processes are being
  • Analyze account purchases and advise faculty on purchases and account status; devise methods of reporting to faculty, with demonstrated knowledge of financial reporting policies and procedures prepare appropriate purchasing documents for

5% of Effort             Other duties as assigned

  • Assumes responsibility for special finance projects, may contribute to development of departmental administrative procedures and policies.
  • Provide support to Space and Equipment Administrator as needed.
  • Create various financial reports, using statistical

Requirements:

Bachelor's degree with two years of experience in financial management or a background in statistical and/or quantitative analysis and research techniques. Experience with data base tools desired. Advanced Microsoft Excel, PowerPoint, Word skills preferred. Experience with UR Financials, Cognos and URGems is preferred. Must be CLASP certified (or must be obtained in a reasonable amount of time of assuming role), Ability to work collaboratively with others, handle multiple priorities and assignments, keep organized records, make decisions and function independently and work well within sometimes limited time constraints to meet deadlines.

This position is posted in HRMS (Job #211283).


Multiple Postdoctoral Positions Available

Multiple postdoctoral positions are available in the Kuo Lab, which is part of the Department of Biomedical Engineering, Department of Orthopaedics, and the Center for Musculoskeletal Research at the University of the Rochester in NY. Candidates will join a multidisciplinary lab of biomedical engineers, biologists, and surgeons.

Various projects available in multiple research areas, including tissue engineering, regenerative medicine, stem cell and developmental biology, mechanobiology, biomaterials, and scarless wound healing, with focus on tendon / ligament and breast cancer.

Candidates may choose from existing projects or work with the PI to propose new directions within the scope of the lab. The lab is funded by NIH, NSF, and DoD grants. NIH T32 Training Grant seats may be available for application as well.

Biomedical engineering applicants should hold a Ph.D. in biomedical engineering or related discipline.

Training in biological techniques is available for outstanding candidates that have minimal biology expertise.

Biology applicants should hold a Ph.D. in cell biology, developmental biology, or related discipline.

Candidates should be independently motivated, creative, have a desire to learn/develop new techniques and approaches, and have excellent written and oral communication skills. Candidates should have a demonstrated record of publications expected for her/his level of training.

Please include Postdoctoral Application in the subject line. Positions are open immediately and will remain open until filled. Please email a cover letter (include long-term goals, expertise, research interests), a CV, and names and contact information of at least 3 references to Catherine.K.Kuo@rochester.edu.

Catherine K. Kuo, Ph.D., Associate Professor Department of Biomedical Engineering

Department of Orthopaedics, Center for Musculoskeletal Research University of Rochester, Rochester, NY 14627

Email: Catherine.K.Kuo@rochester.edu

Website: http://www.bme.rochester.edu/people/faculty/kuo_catherine/index.html


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