Position Summary:

The Administrative Assistant will perform administrative functions in Basic Science Research Administrative Pod 2 that will supplement the work of the Pre-Award, Finance and HR teams. This position will have a specified workload and will train specifically within the pre-award team as the primary focus of the position.

About the Work Unit :

B asic Scie n c e Research A dmi n i s tra t ive P o d 2 is a g roup of p r o f essi o nals wh o p r ovi d e a d m i nistr a tive sup p ort to t he foll o w i n g de p a r tm e nts a n d c e n te r s: B iochemi s try De p a rt me n t, C ell & Devel o pm e ntal B i o logy De p ar t m e n t , C e n ter for S t em C ell B iol o g y , a n d C e n ter for S t r u c t ur a l B iol o g y , Mass S p ec t ro m e t ry Research C e n ter, a n d V a nde r bilt Inst i t u te of Ch e mical Biol o g y . P o d 2 is c ompris e d o f two team s , ea c h w i t h ex p ertise fo c used in o n e of t he fol l owing ar e as: Pre-Award S p o n so r ed Resear c h -and- Post-Award & Finance.

Key Functions and Expected Performance:

General POD2 Support 20%

• Provide assistance to the person(s) assigned within POD2 to lead the annual Equipment and/or Space Survey, both with gathering and inputting data, as needed.
• Run and save to shared server, Sharepoint, or other POD2 storage the monthly labor and other reports in proactive preparation for annual space survey and/or other special projects
• Gather, distribute and submit quarterly reports for Biochemistry Dosimetry Radiation Badges for applicable labs
• Utilize excellent oral communications skills to promote consistency in accounting standards and agency-compliant reporting.
• Other Duties as assigned
  

Pre-Award Sponsored Research 30%

• Provide assistance to the POD2 Pre-Award A.O. and Grants Managers with sponsored/agency applications and contracts.
• Run reports for Pre-Award Grants Managers for upcoming Funding Agency progress reports, Other Support, Budgets, and other agency deadlines.
• Prepare and submit Capital Equipment, Foreign Travel, and other specialized rebudgeting letters for approvals to assist faculty and lab personnel purchases.
  

HR Costing Specialist 50%

• Provide assistance when needed to POD2 administrative staff to create and submit both active and retroactive H.R. labor costing changes.
• Audit and reconcile monthly HR transactions to ensure consistency of shared data/back-up files on server for Active and Retroactive HR costing changes.
  

Education and Certifications:

• A high school diploma is necessary .
• An Associate’s degree or 2 years of higher education from an accredited institution of higher education is preferred .
  

Experience and Skills :

• Excellent Microsoft Suite Skills, advanced skills in Excel, and proficiency in Adobe are necessary .
• Exceptional attention to detail is necessary .
• Ability to work with all types of people is necessary .
• Articulate with excellent oral and written communication skills is necessary .
• Ability to work well under pressure is necessary .
• Experience understanding and enforcing policies is preferred .
  

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.