Intermediate Administrative Coordinator- Cell Biology

University of Virginia•Charlottesville, VA

3d•Onsite

About The Position

The Department of Cell Biology in the School of Medicine is currently seeking an Intermediate Administrative Coordinator to support the department chair, administrator, and faculty. This role provides essential administrative management and coordination for office operations, encompassing procurement, expense tracking, fiscal and HR administration, business travel arrangements, meeting and seminar scheduling, correspondence review (including confidential matters), electronic file maintenance, report production, department website management, and administrative support for special projects.

Requirements

High School Diploma or equivalent required.
1+ year of relevant experience required.

Responsibilities

Provide accurate and timely administrative support to the chair and department, including general administrative support for faculty, miscellaneous scheduling, travel, meetings, blocking times on calendar(s), and typing letters.
Support other business and operational needs, such as front office support, external filing, phone support, community outreach, maintaining department directories, preparing invite letters/announcements, managing research materials, catering, room and equipment management, and other logistics.
Support the administrator and department with HR responsibilities, including liaising with staff, business partners, recruiters, immigration offices, and other internal and external entities.
Support all events, seminars, programs, and activities of the department by assisting the chair, faculty, and visitors.
Collaborate with institutional IT personnel to maintain and update the department website.
Serve as the primary point of contact for the department, greeting all customers with a positive attitude and superior customer service.
Provide fiscal support to the department administrator and labs, as assigned.
Accurately produce, review, and reconcile monthly departmental financial statements.
Collect, organize, and match packing slips and POs to Invoices.
Maintain a T&E card and manage expense reporting.
Process reimbursements to faculty, visitors, and office/lab staff.
Assist labs with fiscal duties as required.