Administrative Manager - Biological Sciences

About the Role

The Administrative Manager is part of the administrative staff in the Department of Biological Sciences at Vanderbilt University, providing direct support to the departmental Senior Administrative Officer and Department Chair. This role works with faculty, postdocs, staff, and students to ensure the day-to-day operational needs of the department are efficiently met, with responsibilities spanning HR and financial functions. The position reports directly to the Senior Administrative Officer and indirectly to the Department Chair, engaging with a wide range of colleagues across departments and central offices.

Once a successful training period has concluded, the chosen candidate may work a hybrid schedule, on site at least 3 days per week and remotely up to 2 days per week. Hybrid schedules may be adjusted to accommodate on-site meetings, events, or other obligations.

About the Department

The Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders, proposal submission, and infrastructure. Faculty conduct diverse research projects, often collaborating within the department and with nearby departments. The department covers a broad spectrum of biology, including Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.

Responsibilities

• Financial Unit Management:
  • Approves all financial transactions in the Oracle system, including procurement requisitions, travel and entertainment expense reports, One Card expense reports, and intercompany transactions.
  • Uses professional judgment to evaluate the appropriateness of expenditures and addresses questionable transactions.
  • Approves iLab access requests, adds new unrestricted funds, and coordinates fund access for users with PIs.
  • Assists the Senior Administrative Officer in planning, budget preparations, and communicating budget processes.
  • Provides sponsor-specific support for compliance checking, audits Oracle records, and corrects project budgets and end dates.
  • Oversees financial processes for sponsored award closeouts to ensure accuracy and compliance with award terms.
  • Maintains an extensive understanding of Oracle financial systems, the institution’s chart of accounts, POET, COA, and PPM.
  • Stays updated on institutional and departmental travel, expense, One Card policies, and sponsored projects accounting regulations.
  • Answers general department financial inquiries and serves as project leader for special/unforeseen financial tasks.
  • Assists in financial aspects of preparing the academic year teaching schedule with the DGS/DUS.
• General Accounting:
  • Maintains accuracy of accounting records through regular analysis.
  • Prepares ad hoc financial and budget reports and completes timely accounting reviews.
  • Accumulates, analyzes, and summarizes data to prepare statistical and financial reports.
  • Prepares journal entries and cost transfer memos for adjustments and corrections.
• Facilities Oversight:
  • Assists with construction planning, renovations, and teaching lab maintenance.
  • Oversees facilities work order submission and ensures efficacy.
  • Manages capital equipment inventory and assists with inventory audits.
  • Manages the department’s space survey.
• Personnel Management:
  • Serves as functional and administrative supervisor of the Administrative Coordinator position, approving PTO requests and monitoring performance.
  • Acts as administrative supervisor to department research staff and postdocs.
  • Processes hire, payroll, and termination transactions in Oracle.
  • Serves as hiring manager for department research staff positions.
  • Point of contact for performance issues, reclassifications, and other HR activities.
  • Trains departmental staff in Oracle financial systems and appropriate use of the chart of accounts, POET, and COA.
• Performs other duties as assigned.

Supervisory Relationships

This position has supervisory responsibility for the department Administrative Coordinator and reports functionally and administratively to the department Senior Administrative Officer.

Qualifications

• Bachelor's degree or equivalent related experience is required.
• Strong interpersonal and communication (written/verbal) skills.
• Ability to use independent judgment and manage confidential information.
• Ability to analyze and solve problems efficiently.
• Ability to plan, develop, and coordinate multiple projects.
• Strong background in employee development and management is preferred.
• Knowledge of human resources administration principles and practices is strongly preferred.
• Knowledge of academic student policies, processes, and procedures is strongly preferred.
• Proficiency in MS Office and Adobe Professional is required.
• Experience with Vanderbilt systems, including Oracle and REDcap, is preferred.

Schedule

Hybrid schedule: on site at least 3 days per week and remotely up to 2 days per week. Hybrid schedules may be adjusted to accommodate on-site meetings, events, or other obligations.