Administrative Manager - Biological Sciences

Position Summary

The Administrative Manager is part of the administrative staff in the Department of Biological Sciences in the College of Arts and Science, Division of Natural Sciences at Vanderbilt University and is a direct support for departmental Senior Administrative Officer and Department Chair as well as works with members of the faculty, postdocs, staff, and students to ensure the day-to-day operational needs of the department are efficiently met.

The Administrative Manager is also responsible for HR and financial functions of the department. Reporting directly to the Senior Administrative Officer in Biological Sciences and indirectly to the Department Chair, this position will engage with a wide range of colleagues/coworkers, e.g., faculty, postdocs, students, and administrative staff in various departments/central offices.

The Administrative Manager is part of the administrative staff in the Department of Biological Sciences in the College of Arts and Science, Division of Natural Sciences at Vanderbilt University and is a direct support for departmental Senior Administrative Officer and Department Chair as well as works with members of the faculty, postdocs, staff, and students to ensure the day-to-day operational needs of the department are efficiently met.

The Administrative Manager is also responsible for HR and financial functions of the department. Reporting directly to the Senior Administrative Officer in Biological Sciences and indirectly to the Department Chair, this position will engage with a wide range of colleagues/coworkers, e.g., faculty, postdocs, students, and administrative staff in various departments/central offices. The chosen candidate for this position may work a hybrid schedule once a successful training period has concluded.

The Administrative Manager is expected to work on site at least 3 days per week and may work remotely up to 2 days per week. Hybrid schedules may be adjusted, as needed, to accommodate on-site meetings and/or events, other on-site obligations, or as requested by the Senior Administrative Officer.

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.

• Financial Unit Management
  - Approves all financial transactions for the Department in Oracle system, including procurement requisitions, travel and entertainment expense reports, One Card expense reports, intercompany transactions, etc.
• Uses professional judgment and integrity to evaluate the appropriateness of expenditures and addresses questionable transactions.
• Approves iLab access requests; adds new unrestricted funds for use; coordinates with PI to which funds iLab users should have access; communicates with Grants Specialist as needed.
• Assists the Senior Administrative Officer by participating in planning and budget preparations and communicating budget calendar and process
• Sponsor-specific support for compliance checking.
• Audits Oracle records and assists with correcting any project budgets and end dates.
• Oversees financial…