Intermediate Administrative Coordinator- Cell Biology

Commonwealth of VA Careers; Charlottesville (VA); On-site; USD 40,000 - 56,000; Full time

Job summary

University of Virginia in Charlottesville seeks an Intermediate Administrative Coordinator to support the department chair, administrator, and faculty. Responsibilities include administrative management, travel scheduling, HR support, and maintaining electronic files and the department website.

This is a non-exempt, on-site position based in Charlottesville, VA. The role requires at least 1 year of relevant experience and a high school diploma, with duties spanning office operations, event

Qualifications

• High School Diploma or equivalent is required.
• 1+ year of relevant experience in administrative support.
• Ability to coordinate travel and meetings and manage calendars.
• Strong communication and customer service skills.

Responsibilities

• Provide accurate and timely administrative support to the chair and department.
• Coordinate travel, meetings, and calendar blocking for faculty and staff.
• Assist HR responsibilities and liaise with recruiters and immigration offices as needed.
• Support events, seminars, and department activities; maintain the department website.

Skills

Administrative support

Scheduling

Travel coordination

Customer service

HR liaison

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

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

• 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.

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

E-E-O Statement

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.