Intermediate Administrative Coordinator- Cell Biology

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

The Rector & Visitors of the University of Virginia is seeking an Intermediate Administrative Coordinator to support the department chair, administrator, and faculty in Charlottesville. The role covers general administrative duties, travel planning, scheduling, HR liaison, and project support across the Department of Cell Biology.

Responsibilities include managing financial statements, reimbursements, and data entry while coordinating events, meetings, and department communications.

Qualifications

• High School Diploma or equivalent required.
• At least 1 year of relevant experience required.
• Experience supporting administrative and financial operations is a plus.

Responsibilities

• Provide accurate administrative support to the chair and department staff.
• Handle front office tasks, scheduling, travel, and office logistics.
• Support HR, recruitment, and immigration processes as needed.
• Assist with events, seminars, and department activities.
• Maintain department website and liaison with IT for updates.

Skills

Admin support

Customer service

Scheduling

Documentation

Education

High School Diploma or equivalent

Job description

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.

Minimum Requirements

Education: High School Diploma or equivalent required.

Experience: 1+ year of relevant experience required.

Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range: Salary will be commensurate with education and experience.

Exemption Status: This is a non-exempt-level, benefited position. Learn more about UVA benefits.

Funding Details: This is a restricted position, which is dependent on funding and is contingent upon funding availability.

Work Arrangement: This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community: To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline: Application review will begin after XXXX.

Background Check: Background checks will be conducted on all new hires prior to employment.

Visa Sponsorship: This position will not consider candidates who require immigration sponsorship now or in the future.

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Department Contact: For questions about the position, please contact Jamie Wasser.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.