Administrative Specialist

at  Vanderbilt University

The Administrative Specialist is part of the Department of the Chemistry at Vanderbilt University. This position will perform administrative and budget-related duites of a complex and confidential nature in support of a Chemistry Department research group, which requires a thorough knowledge of university policies and procedures. May perform complex clerical tasks.
About the Work Unit :
Chemistry is the intellectual home to over 250 students, post-docs, and faculty members working in a wide range of specializations, as well as the interdisciplinary fields of chemical biology, structural biology, molecular toxicology, materials chemistry, and nanotechnology. Close collaboration with the School of Medicine, School of Engineering and other departments within the College of Arts and Science-particularly the departments of Biological Sciences and Physics—provides valuable opportunities to not only excel in the traditional disciplines of chemistry but also investigate the many ways that chemistry intersects with other fields

EDUCATION AND CERTIFICATIONS:

• A High School Diploma or GED is necessary, plus 2-3 years of experience.An Associate’s Degree or Bachelor’s Degree from an accredited institution of higher education is preferred.

QUALIFICATIONS:

• Experience working in a university or academic setting; experience working with supervisors with complex work needs, and frequent deadlines
• Administrative experience
• Familiarity with grants and budgets
• Experience handling travel arrangement
• Experience with Microsoft Office, Oracle, and web interfaces with a wide range of organizations is preferred

DUTIES AND RESPONSIBILITIES:

• Management of the administrative affairs for 1 (or 2) large research groups. Complex duties involve daily contact with laboratory directors and approximately 15-20 other staff members and students (postdoctoral research associates, graduate students).
• Maintain confidential files relating to promotion, salaries, educational, and research activities for all research personnel.
• Prepare all correspondence relating to non-academic and non-scientific matters in conjunction with departmental Budget Officer: payroll, travel, billing, and procurement of chemicals, equipment, and supplies.
• Make travel arrangements and coordinate itineraries for supervisors, senior scientific staff and distinguished visitors to the Department.
• Assist in transition of incoming and outgoing research scientists; specifically, tasks related to travel and accommodations.
• Maintain communication with distinguished scientists, governmental and industrial officials, and potential funding agencies’ personnel.
• Coordinate all non-scientific pre- and post-publication aspects of the laboratories’ publishing activities.
• In coordination with senior laboratory staff, prepare non-technical aspects of progress reports, continuation grant applications, and proposals for new funding to a variety of agencies. Comfort with management of multi-part documents containing technical and non-technical content.
• Manage budgetary allocations through fiscal year
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• Recommending allocation of funds for purposes of forecasting

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• Presenting recommended budget for next fiscal year

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• Overseeing grant expenditures for multiple grant

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• Tracking and monitoring direct and indirect costs in accordance with approved budget and funding agencies’ requirementsOther duties as assigned

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  Supervisory Relationships :
  This position does not have supervisory responsibility. This position reports administratively to Cris Zerface (Administrative Manager) and functionally to the research group Principal Investigator. Dr. Jeffrey Johnston.

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville , Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

• Working and growing together as a community of communities… we are One Vanderbilt .
• Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position