Intermediate Administrative Coordinator- Cell Biology

University of Virginia; Charlottesville (VA); On-site; USD 44,000 - 60,000; Full time

Job summary

The University of Virginia is seeking an Intermediate Administrative Coordinator in Charlottesville, VA to support the department chair, administrator, and faculty. The role includes administrative management, procurement, budgeting, HR tasks, travel arrangements, meeting coordination, and department communications, with on-site duties in a fast-paced office environment.

This position supports office operations, maintains records and reports, updates the department website, and assists with

Qualifications

• High school diploma or equivalent is required.
• 1+ year of relevant administrative experience.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide accurate and timely administrative support to the chair and department.
• Support HR responsibilities, liaising with staff, recruiters, immigration offices, and external partners as needed.
• Coordinate travel, meetings, seminars, and calendar blocking for faculty and staff.
• Maintain department website, electronic files, and generate routine reports.
• Greet customers and provide superior customer service in all interactions.
• Assist with events and departmental activities as needed.

Skills

Administrative support

Scheduling

Travel coordination

HR liaison

Customer service

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 September 14th.

Background Check

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 Check Process

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.