Administrative Manager – Biological Sciences

Jobtailor; Nashville (TN); On-site; USD 65,000 - 95,000; Full time

Job summary

Jobtailor is seeking an experienced administrator to support the Department of Biological Sciences in Nashville. The role oversees administrative, HR, and financial operations, including Oracle-based transactions, budget planning, and sponsor compliance.

The ideal candidate has a Bachelor's degree (or equivalent) and at least five years in an administrative or managerial role within an academic or research setting.

Qualifications

• Bachelor's degree or equivalent related experience.
• Minimum of 5 years of experience in an administrative or managerial role, preferably in an academic or research institution.
• Strong interpersonal and written/verbal communication skills.
• Ability to use independent judgment and manage confidential information.
• Ability to analyze and solve problems efficiently.
• Ability to plan, develop, and coordinate multiple projects.
• Strong organizational skills and ability to manage multiple tasks and priorities.
• Proficiency in Microsoft Office suite and Adobe Professional.
• Knowledge of human resources administration principles and practices.
• Knowledge of academic student policies, processes, and procedures.
• Familiarity with financial management, budgeting, and expense management.
• Proficient use of Oracle and REDcap preferred.
• Ability to work independently and as part of a team.
• Strong problem-solving and critical-thinking skills.
• Commitment to continuous learning and professional development.

Responsibilities

• Support the Senior Administrative Officer and Department Chair with day-to-day departmental operations.
• Manage administrative, HR, and financial operations for the Department of Biological Sciences.
• Approve financial transactions in Oracle, including procurement, travel and entertainment, One Card, and intercompany transactions.
• Approve iLab access requests and coordinate fund access with principal investigators and grants staff.
• Assist with budget planning, budget preparations, calendar communication, and sponsor-specific compliance checks.
• Audit Oracle records and assist with project budget and end-date corrections.
• Oversee sponsored award closeout financial processes.
• Answer departmental financial inquiries and lead special financial tasks.
• Assist with financial aspects of academic-year teaching schedule preparation.
• Maintain accounting records and prepare financial, budget, statistical, journal-entry, and cost-transfer reports.
• Assist with construction planning, renovations, teaching-lab maintenance, facilities work orders, capital-equipment inventory, and space surveys.
• Supervise the Administrative Coordinator and provide administrative supervision to research staff and postdocs.
• Approve PTO requests and monitor performance.
• Process hiring, payroll, termination, personnel-record, performance, and reclassification transactions.
• Hire department research staff and train departmental staff on Oracle financial systems and chart-of-accounts processes.
• Perform other duties as assigned

Skills

Interpersonal communication

Verbal communication

Written communication

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Adobe Acrobat/Pro

REDCap

Job description

• Support the Senior Administrative Officer and Department Chair with day-to-day departmental operations
• Manage administrative, HR, and financial operations for the Department of Biological Sciences
• Approve financial transactions in Oracle, including procurement, travel and entertainment, One Card, and intercompany transactions
• Approve iLab access requests and coordinate fund access with principal investigators and grants staff
• Assist with budget planning, budget preparations, calendar communication, and sponsor-specific compliance checks
• Audit Oracle records and assist with project budget and end-date corrections
• Oversee sponsored award closeout financial processes
• Answer departmental financial inquiries and lead special financial tasks
• Assist with financial aspects of academic-year teaching schedule preparation
• Maintain accounting records and prepare financial, budget, statistical, journal-entry, and cost-transfer reports
• Assist with construction planning, renovations, teaching-lab maintenance, facilities work orders, capital-equipment inventory, and space surveys
• Supervise the Administrative Coordinator and provide administrative supervision to research staff and postdocs
• Approve PTO requests and monitor performance
• Process hiring, payroll, termination, personnel-record, performance, and reclassification transactions
• Hire department research staff and train departmental staff on Oracle financial systems and chart-of-accounts processes
• Perform other duties as assigned

Requirements

• Bachelor's degree or equivalent related experience
• Minimum of 5 years of experience in an administrative or managerial role, preferably in an academic or research institution
• Strong interpersonal and written/verbal communication skills
• Ability to use independent judgment and manage confidential information
• Ability to analyze and solve problems efficiently
• Ability to plan, develop, and coordinate multiple projects
• Strong organizational skills and ability to manage multiple tasks and priorities
• Proficiency in Microsoft Office suite and Adobe Professional
• Knowledge of human resources administration principles and practices
• Knowledge of academic student policies, processes, and procedures
• Familiarity with financial management, budgeting, and expense management
• Proficient use of Oracle and REDcap preferred
• Ability to work independently and as part of a team
• Strong problem-solving and critical-thinking skills
• Commitment to continuous learning and professional development

Core Competencies

Demonstrates expertise in managing administrative, HR, and financial operations within an academic or research environment, with a strong focus on budget planning, compliance, and team supervision. Proficient in Oracle financial systems and skilled in communication, problem-solving, and project coordination.

Highest-signal resume keywords

• Oracle Financial Systems
• Budget Planning
• Human Resources Administration
• Financial Management
• Interpersonal Communication

ATS Optimization Keywords

Hard Skills

• Budget Preparation
• Financial Reporting
• Expense Management
• Project Coordination
• Data Analysis

Soft Skills

• Problem-Solving
• Organizational Skills
• Critical Thinking
• Independent Judgment
• Team Collaboration

Industry Keywords

• Academic Policies
• Departmental Operations
• Financial Transactions
• Sponsored Award Management
• Confidential Information Management

Tools & Technologies

• Microsoft Office Suite
• Adobe Professional
• REDCap