Administrative Assistant (Non-Exempt)

Vanderbilt University•Nashville, TN

About The Position

The Department of Pharmacology is seeking an Administrative Assistant to perform a variety of support services. This role involves coordinating travel and itineraries for guest speakers and visitors, creating seminar announcements, reconciling expenses and reimbursements, updating the 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 recognized as one of the most distinguished in the country, with research interests spanning signal transduction mechanisms, neuronal communication, bioactive lipid metabolism, molecular basis of neuropsychiatric disorders, and cancer biology.

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

Coordinate travel and itineraries for guest speakers and visitors.
Create and distribute seminar announcements.
Reconcile expenses and reimbursement of travel expenses and speaker fees.
Update content of department website calendar & personnel content.
Update department social media platforms.
Update digital signage.
Assist with logistics and event planning for department celebrations and special events, including purchasing supplies and decorations, and participating in setup, teardown, and cleanup.
Place work orders with VUMC FM and VU Plant Ops as necessary.
Assist 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.
Communicate routinely with leadership.
Oversee calendar scheduling requests for conference rooms.
Act as host with guest speakers and department visitors for all major programs and events.
Assist with department meetings.
Support faculty recruitment efforts, including position advertisement, travel logistics and accommodations, and visit agenda/itinerary.
Support research efforts as needed.
Greet all visitors in the office and show them around the department.
Act as host with guest speakers and department visitors for all major programs and events.