Administrative Manager, Biological Sciences (Hybrid)

Job Description

The Administrative Manager is part of the administrative staff in the Department of Biological Sciences department in the College of Arts and Sciences, Division of Natural Sciences at Vanderbilt University and is a direct support for departmental Administrative Officer and Departmental Chair as well as works with members of the faculty, postdocs, staff, and students to ensure the day-to-day operational needs of the department are efficiently met. The Administrative Manager is also responsible for HR and financial functions of the department. Reporting directly to the Administrative Officer in Biological Sciences and indirectly to the Department Chair, this position will engage with a wide range of colleagues/coworkers, e.g. faculty, postdocs, students, and administrative staff in various departments/central offices.

The chosen candidate for this position may work a hybrid schedule once a successful training period has concluded. The Administrative Manager is expected to work on site at least 3 days per week and may work remotely up to 2 days per week. Hybrid schedules may be adjusted, as needed, to accommodate on site meetings and/or events, other on-site obligations, or as requested by the Administrative Officer.

The Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders proposal submission, and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments. This department covers a broad spectrum of biology, from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.

Duties and Responsibilities

• Financial Unit Management
  • Approves all financial transactions for the Department in Oracle (ERP) system, including procurement requisitions, travel and entertainment expense reports, One Card expense reports, intercompany transactions, etc.
  • Uses professional judgment and integrity to evaluate the appropriateness of expenditures and addresses questionable transactions
  • Approves iLab access requests; adds new unrestricted funds for use; coordinates with PI to which funds iLab users should have access; communicates with Grants Specialist as needed 
  • Assists Administrative Officer by participating in planning and budget preparations and communicating budget calendar and process
  • Sponsor-specific support for compliance checking
  • Audits Oracle records and assists with correcting any project budgets and end dates
  • Oversees financial processes of sponsored award closeouts to assist grants team in ensuring accuracy and compliance of award terms and conditions
  • Engages in ongoing training to maintain an extensive understanding of Oracle (ERP) financial systems, the institution’s chart of accounts, POET, COA and PPM
  • Maintains extensive understanding of institutional and departmental travel, expense and One Card policies
  • Maintains extensive understanding of sponsored projects accounting and expenditure regulations
  • Answers general department financial inquiries
  • Serves as project leader for special/unforeseen financial tasks
  • Assists in financial aspects of preparation of academic year teaching schedule with DGS/DUS
• General Accounting
  • Maintains accuracy of accounting records through regular analysis
  • Frequently prepares ad hoc financial and budget reports and completes and maintains timely accounting reviews
  • Accumulates, analyzes and summarizes routine, detailed data to prepare statistical and financial reports
  • Prepares journal entries and cost transfer memos for adjustments and corrections
• Facilities Oversight
  • Assists with construction planning, renovations and teaching lab maintenance
  • Oversees facilities work order submission process & ensures efficacy
  • Manages capital equipment inventory, assists asset management with inventory audits
  • Manages space survey for the department
• Personnel Management 
  • Serves as functional & administrative supervisor of Administrative Specialist position
    • Approves paid time off (PTO) requests 
    • Monitors performance
  • Serves as administrative supervisor to department research staff & postdocs
  • Line Manager regarding personnel records in Oracle (ERP)
    • Processes hire, payroll, termination transactions
    • Hiring manager for department research staff positions
    • Point of contact for performance issues, reclassifications, and other human resources activities 
  • Trains departmental staff in the use of Oracle financial systems and the appropriate use of the chart of accounts, POET and COA
• Other duties as assigned 

Qualifications

• Bachelor’s degree or equivalent related experience is necessary
• Strong interpersonal and communication (written/verbal) skills is necessary
• Ability to use independent judgment and to manage and impart confidential information is necessary
• Ability to analyze and solve problems in a time-efficient manner is necessary
• Ability to plan, develop, and coordinate multiple projects is necessary
• Strong background in employee development and management is preferred 
• Knowledge of human resources administration principles and practices is strongly preferred
• Knowledge of academic student policies, processes, and procedures is strongly preferred
• MS Office proficiency, Adobe Professional is necessary
• Proficient user of Vanderbilt & other systems including, but not limited to, Oracle and Redcap is preferred

Supervisory Relationships
This position has supervisory responsibility as functional & administrative manager of department Administrative Specialist position. This position reports functionally & administratively to the department Administrative Officer.