Sr. Administrative Coordinator - Microbiology and Immunology

Virginia Commonwealth University•Richmond, VA

21h•Onsite

About The Position

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. The Department of Microbiology and Immunology, located on the MCV Campus in downtown Richmond, is home to a diverse, vibrant community of researchers, educators and learners. With a strong history of research funding, our department strives to advance scientific knowledge in the biomedical sciences and inform medical advancements that improve patient outcomes. Our innovative studies span a broad spectrum of areas within the fields of microbiology and immunology, including Allergy and autoimmunity, Host-pathogen interactions and molecular pathogenesis, Human microbiome science and microbial genomics, Reproductive immunology, T-cell therapy and vaccine development, and Tumor biology, cell signaling and epigenetics. As educators, we are proud to provide a collaborative, collegial learning environment for our students. Faculty and postdoctoral fellows serve as dedicated mentors, providing an individualized educational experience and shaping the next generation of successful scientists. The Senior Administrative Coordinator will perform fiscal and administrative duties in support of the department’s research and educational missions. This individual will be expected to effectively manage multiple responsibilities and ensure smooth departmental operations. This position requires daily (Monday through Friday), in-person presence to effectively collaborate with faculty, students, and staff.

Requirements

High school diploma or equivalent
At least three years of professional experience in administrative and fiscal operations
Proficiency with MS Office suite (Word, Excel, PowerPoint)
Proven record of success in positions requiring excellent attention to detail, strong organizational skills, effective prioritization and efficient time management
Demonstrated ability to exercise discretion and maintain confidentiality when dealing with sensitive information
Strong inter-personal skills, including clear, timely and respectful written and verbal communication, proactive attitude and adaptability
Ability to work well both independently and in teams
Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU

Nice To Haves

Bachelor’s Degree in Business Administration or related field
Prior professional experience in academic settings
Curiosity and willingness to master new systems and processes

Responsibilities

Process and track purchase requests and receipts in VCU procurement system, ensuring timely acquisition of necessary supplies and services according to the University purchasing guidelines
In coordination with the finance team, reconcile and clear encumbrances for completed purchase orders
Coordinate with VCU Accounts Payable to reconcile discrepancies concerning unpaid orders and price changes
Manage departmental corporate card, ensuring all purchases comply with VCU policy, have receipts attached and are approved in the Bank of America system according to published deadlines
Coordinate with the finance personnel to process financial transactions (journal vouchers, invoice payments, reimbursement requests, etc.) and ensure proper supporting documentation and adherence to the University policies
Make arrangements for faculty, staff and guest speakers’ professional travel, including obtaining required pre-approvals, booking reservations, charging appropriate funding sources and processing reimbursement for allowable expenses
Assist Department Administrator with annual inventory of departmental fixed assets (capital equipment), maintaining accurate, complete and up-to-date information in the University database
Coordinate with research labs to ensure proper transfer and disposition of the department’s capital equipment
Provide administrative and financial support to the Graduate Program Director, assisting with student recruitment, program logistics, update of the databases and other related tasks
Coordinate course logistics and assist Course Directors with the planning and maintenance of course offerings, including scheduling, communication, and coordination of course evaluation process
Maintain and update database on student activity post-graduation to ensure these data are readily available for reporting outcomes on training grant applications, annual reports and academic program reviews
Assist in maintaining and updating course-related information, including schedules, syllabi, and course materials
Collaborate with the department’s Finance Manager, School of Medicine Graduate Education Office and faculty mentors to complete the student funding process for all graduate students trained in the department. Research and correct any issues that arise
Performs other administrative and clerical functions to support department operations, including event planning, faculty recruitment, and other duties as assigned by Department Administrator