Intermediate Administrative Coordinator

University of Virginia

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. Incumbent provides administrative management and coordination to support office operations including, but not limited to: procurement and expense tracking, fiscal and HR administration; arranging business travel, scheduling meetings and seminars, reviewing and answering correspondence which may include confidential matters; maintaining electronic files and producing reports; maintaining the department website, and providing administrative support for special projects as needed. Administrative Support Provide accurate and timely administrative support to the chair and department, including, but not limited to: general administrative support for faculty, including miscellaneous scheduling, travel, meetings, blocking times on calendar(s), typing letters, etc. Support other business and operational needs, as required. This includes, but is not limited to: front office support, external filing, phone support, community outreach, etc. Includes assisting and maintaining department directories, invite letters/announcements, research materials, catering, room and equipment management, and all other logistics Support the administrator and department with HR responsibilities, as needed, including liaising with staff, business partners, recruiters, immigration offices and other entities both inside and outside the organization Support all events, seminars, programs and activities of the department by supporting the needs of the chair, faculty, and visitors Work with institutional IT personnel to maintain and update department website Be the face of the department and greet all customers with a positive attitude and superior customer service Finance Support Provide fiscal support to department administrator and labs, as assigned, performing the following duties: 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.

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, but not limited to: general administrative support for faculty, including miscellaneous scheduling, travel, meetings, blocking times on calendar(s), typing letters, etc.
Support other business and operational needs, as required. This includes, but is not limited to: front office support, external filing, phone support, community outreach, etc. Includes assisting and maintaining department directories, invite letters/announcements, research materials, catering, room and equipment management, and all other logistics
Support the administrator and department with HR responsibilities, as needed, including liaising with staff, business partners, recruiters, immigration offices and other entities both inside and outside the organization
Support all events, seminars, programs and activities of the department by supporting the needs of the chair, faculty, and visitors
Work with institutional IT personnel to maintain and update department website
Be the face of the department and greet all customers with a positive attitude and superior customer service
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.