Administrative Coordinator, Biological Sciences (Hybrid)

The Administrative Coordinator is part of the core administrative team in the Department of Biological Sciences at Vanderbilt University. The Administrative Coordinator provides comprehensive administrative and operational support to the Department of Biological Sciences with primary responsibility for faculty and postdoctoral appointments and re-appointments faculty affairs and recruitment facilities & space management purchasing & procurement communications and media and provides administrative support to the Department Chair. The ideal candidate for this position is comfortable working on multiple projects simultaneously has a strong ability to prioritize tasks and a proven background in project management. Reporting directly to the administrative manager and indirectly to the Department Chair the Administrative Coordinator performs a myriad of time sensitive administrative tasks requiring keen communication and organizational skills.

A hybrid work schedule may be possible for this position following a successful training period. The staff on the core administrative team are currently in the office at minimum 3 days per week. Due to the in-person nature of this position remote work might not be possible every week depending on in-person meetings on-campus commitments events etc. Hybrid schedules may be adjusted as needed to accommodate on site meetings and/or events other on-site obligations or as requested by the Administrative Manager.

The Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel financial management supply and equipment orders proposal submission and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments. This department covers a broad spectrum of biology from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry Structural Biology and Biophysics Cell Biology Genetics Molecular Biology Computational Biology Evolutionary Biology Ecology Developmental Biology and Neurobiology.

Duties and Responsibilities

Faculty & Postdoctoral Affairs & Appointments (25%)

• Oversees departmental processes related to faculty and postdoctoral appointments reappointments promotions and reviews ensuring compliance with University and College policies and deadlines.

• Coordinates and manages faculty recruitment logistics from position posting through campus visits serving as the central administrative liaison for candidates faculty and the Deans Office.

• Manages Interfolio cases and serves as primary administrative contact for external reviewers ensuring timely and complete documentation.

• Interprets and communicates policy updates and procedural requirements to faculty and leadership.

Supports Department Chair (25%)

• Provides high-level administrative and operational support to the Department Chair including management of faculty review timelines and confidential materials.

• Prepares summaries of teaching evaluations and other faculty metrics to inform leadership decisions.

• Attends faculty meetings prepares meeting summaries and ensures follow-up on action items.

• Manages complex calendar coordination and prioritizes competing demands on the Chairs schedule.

Facilities Space Management and Departmental Operations (20%)

• Serves as departmental liaison for facilities and space management coordinating with University offices on maintenance renovations laboratory transitions and space planning.

• Maintains oversight of departmental space allocations and supports annual space surveys.

• Coordinates laboratory setup relocations and closeouts in partnership with faculty and central offices.

• Monitors capital asset tracking processes and ensures alignment with institutional requirements.

Departmental Purchaser (20%)

• Manages departmental purchasing activities in accordance with university policies and procedures.

• Coordinates with vendors and manage invoices and payments.

• Works with Purchasing and Payment Services to address & resolve purchasing issues.

• Departmental One Card holder; reconciles card transactions and expense reports.

Communications & Media (5%)

• Coordinates the annual departmental seminar series overseeing logistics communications and collaboration with faculty hosts and partner departments.

• Manages and reconciles a five-figure seminar budget communicates expense policies and monitors compliance.

• Identifies and escalates budget variances or policy concerns to the Administrative Manager.

Other (5%)

• Leads the recruitment training and management of front desk assistants (student workers)

• Other tasks as assigned by the Administrative Manager

Supervisory Relationships:
This position does have supervisory responsibility of the front desk student assistants. This position reports administratively and functionally to the Administrative Manager. This position also reports indirectly to the department chair.

Education and Certifications:

• Bachelors degree or equivalent related experience is necessary.

• A masters degree or equivalent related experience is preferred.

Experience and Skills:

• Proven ability to execute multiple tasks and work in a fast-paced environmentunder the pressure of hard deadlines and competing priorities is necessary.
• Ability to handle highly confidential materials and information is required.
• Excellent record keeping skills are required.
• Ability to understand priorities and pivot as needed is required.
• An advanced understanding of Microsoft products (e.g. Excel Word Teams etc.) is required.
• Ability to compose professional written communications is required.
• A team-oriented problem solver that seeks collaborative solutions while maintaining the ability to work independently is preferred.
• A self-starter who possesses a strong work ethic and demonstrates initiative is desired.
• Experience with social media applications (e.g. Instagram Twitter Facebook etc.) MyEmma and WordPress is preferred.
• Previous experience working in a higher education/academic administrative setting is highly preferred; previous experience using Vanderbilt systems is preferred.
• Knowledge of University policies processes and procedures is preferred.