Administrative Assistant (Non-Exempt)

About the role

The Department of Pharmacology is one of the most distinguished Pharmacology departments in the country. Research interests include five major areas: signal transduction mechanisms, neuronal communication and synaptic signaling, bioactive lipid metabolism, molecular basis of neuropsychiatric disorders, and cancer biology. Molecules under investigation include G-protein coupled receptors (rhodopsin, adrenergic, serotonin and receptors), heterotrimeric G-proteins, ion channels, transporters, and regulatory proteins such as arrestins, protein kinases and protein phosphatases.

Responsibilities

• Support for seminars – includes Visiting Guest Seminars, Faculty Candidate Seminars, Secondary Appointment Seminars, Special Faculty Seminars and Chalk Talks, Graduate Student Association annual invited speaker, Department Retreat, and special symposiums
• Contact Speaker Arrange hotel and travel logistics Establish and finalize visitor’s itinerary, including dinner(s) and lunch(es)
• Create and distribute Seminar announcements
• Reconcile expenses and reimbursement of travel expenses and speaker fees
• Greets all visitors in office and shows around the department. Acts as host with guest speakers and department visitors for all major programs and events.
• Update content of department website calendar & personnel content. Updates department social media platforms. Updates digital signage.
• Assists with logistics and event planning for department celebrations and special events. This includes purchase of alcoholic beverages and decorations and hands-on in every aspect of the event process – setup, teardown and cleanup.
• Places work orders with VUMC FM and VU Plant Ops as necessary.
• Assists with key requests and distribution.
• Purchase supplies and equipment as needed for the department, reconcile expenses and initiate check requests. Submit Purchase Order requisitions as needed via Oracle platform.
• Communicates routinely (on a daily to weekly basis) with leadership.
• Oversees calendar scheduling requests for conference rooms.
• Acts as host with guest speakers and department visitors for all major programs and events.
• Assists with department meetings.
• Support faculty recruitment efforts to include position advertisement, travel logistics and accommodations, and visit agenda/itinerary.
• Support research efforts as needed.

Requirements

A Bachelor’s degree in either a science-based discipline or administration from an accredited institution of higher education is required. Experience and skills include at least two years of related experience working in a scientific lab, proficiency in Excel, high motivation, experience working in a team-based organization, ability to clearly communicate ideas and concerns, and taking ownership and completing miscellaneous tasks identified in real-time.