Administrative Assistant (Non-Exempt)

The individual will perform a variety of support services including coordinating travel and itineraries for guest speakers and visitors creating seminar announcements reconciling expenses and reimbursements updating
departmental website and social media content supporting department meetings and special events
purchasing supplies and processing purchase orders overseeing conference room scheduling assisting
with facilities and key requests and providing general support for faculty leadership and departmental
research activities.

The Department of Pharmacology is one of the most distinguished Pharmacology departments in the country. Research interests include five major areas: signal transduction mechanisms neuronal communication and synaptic signaling bioactive lipid metabolism molecular basis of neuropsychiatric disorders and cancer biology. Molecules under investigation include G- protein coupled receptors (rhodopsin adrenergic serotonin and receptors) heterotrimeric G- proteins ion channels transporters and regulatory proteins such as arrestins protein kinases and protein phosphatases.

• Support for seminars includes Visiting Guest Seminars Faculty Candidate Seminars Secondary Appointment Seminars Special Faculty Seminars and Chalk Talks Graduate Student Association annual invited speaker Department Retreat and special symposiums

• Contact Speaker

• Arrange hotel and travel logistics

• Establish and finalize visitors itinerary including dinner(s) and lunch(es)

• Create and distribute Seminar announcements

• Reconcile expenses and reimbursement of travel expenses and speaker fees

• Greets all visitors in office and shows around thedepartment.

• Acts as host with guest speakers and department visitors for all major programs and events.

• Update content of department website calendar & personnel content.

• Updates department social media platforms.

• Updates digital signage.

• Assists with logistics and event planning for department celebrations and special includes purchase of alcoholic beverages and decorations and hands-on in every aspect of the event process setup teardown and cleanup.

• Places work orders with VUMC FM and VU Plant Ops asnecessary.

• Assists with key requests anddistribution.

• Purchase supplies and equipment as needed for the department reconcile expenses and initiate check requests.

• Submit Purchase Order requisitions as needed via Oracleplatform.

• Communicates routinely (on a daily to weekly basis) withleadership.

• Oversees calendar scheduling requests for conference rooms.

• Acts as host with guest speakers and department visitors for all major programs and events.

• Assists with departmentmeetings.

• Support faculty recruitment efforts to include position advertisement travel logistics and accommodations and visit agenda/itinerary.

• Support research efforts as needed.

• A Bachelors degree in either a science-based discipline or administration from an accredited institution of higher education is required.

• At least two years of related experience working in a scientific lab ispreferred.

• Proficient inExcel.

• Highlymotivated.

• Experience working in a team-based organization ispreferred.

• Ability to clearly communicate ideas and concerns ispreferred.

• Takes ownership and complete miscellaneous tasks identified inreal-time.