Administrative Assistant (Non-Exempt)

Vanderbilt University•Nashville, TN

5d•Onsite

About The Position

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.

Requirements

A Bachelor’s degree in either a science-based discipline or administration from an accredited institution of higher education is required.
Proficient in Excel.

Nice To Haves

At least two years of related experience working in a scientific lab is preferred.
Highly motivated.
Experience working in a team-based organization is preferred.
Ability to clearly communicate ideas and concerns is preferred.
Takes ownership and complete miscellaneous tasks identified in real-time.

Responsibilities

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 visitor’s 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 the department.
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 events. This 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 as necessary.
Assists with key requests and distribution.
Purchase supplies and equipment as needed for the department, reconcile expenses and initiate check requests.
Submit Purchase Order requisitions as needed via Oracle platform.
Communicates routinely (on a daily to weekly basis) with leadership.
Oversees calendar scheduling requests for conference rooms.
Assists with department meetings.
Support faculty recruitment efforts to include position advertisement, travel logistics and accommodations, and visit agenda/itinerary.
Support research efforts as needed.