Administrative Coordinator

6 months ago

Charlottesville, United States Commonwealth of Virginia Full time
The Developmental Genomics Center (DGC) in the Department of Cell Biology at UVA’s School of Medicine (SOM) is currently seeking an Administrative Coordinator to support the Center Director and the accompanying Hirschi Developmental Biology Lab onsite with efficient, effective, and accurate administrative support in a professional, friendly, and courteous manner. The incumbent will provide general administrative management and coordination to support Center and Lab operations including, but not limited to: organizing Center and Lab events, arranging business travel, scheduling meetings, expense tracking and budget projections, maintaining electronic files and producing reports, reviewing and answering correspondence, and providing administrative oversight for grants, finance and special projects as needed. The duties require broad and comprehensive competencies and acquired knowledge of organizational policies and practices.

Job Responsibilities Include:
Act as a liaison with DGC collaborators, assisting in relationship building with various clinical faculty at UVA and translational scientists at external research institutions.
Manage complex calendars and schedule DGC & Lab meetings, including coordination with multiple internal and external parties and ongoing dialogue with faculty members; collect, prepare, and distribute appropriate briefing materials.
Accurately review and approve monthly financial reconciliation statements.
Create quarterly spending reports and generate budget projections for sponsored & non-sponsored accounts.
Provide grant support including administrative document maintenance, grant proposal and progress report aid, fiscal and project communication with award collaborators, NIH public access compliance, and identification of new grant opportunities.
Coordinate labor distribution of researchers with Center Director and Department Administrative Director.
Effectively track projects and monitor the progress of action items and strategies that emanate from the DGC & Lab; ensure that appropriate follow-up actions are taken.
Maintain all career-related documents for assigned faculty, including curricula vitae, biosketches, publications, memberships, certifications, and protocol verifications.
Book and confirm all accommodation and transportation arrangements for faculty travel, including paperwork for pre-travel approvals and post-travel reimbursement.
Plan all events, programs, and activities of the DGC including reservations, catering, itineraries, and travel.
Maintain and update DGC & Lab websites and twitter account.
Perform a variety of additional administrative duties that require detailed understanding of organizational operations, policies, procedures, and structures, to support the DGC.

Minimum Requirements

Education: High School Diploma

Experience: 3 years of external experience, or 1 year of internal HR experience.

Preferred Qualifications
Knowledge of organizational operations and administrative procedures.
Ability to demonstrate effective oral and written communication in daily interactions.
Ability to work independently and as part of a diverse team in a collaborative setting.
Ability to adapt quickly to a multi-faceted and evolving work environment.
Strong problem-solving, organizational, and prioritization skills.
Proficiency in use of technology:Microsoft Office applications (Word, Outlook, PowerPoint, Excel), Videoconference, teaching, or webinar tools (e.g., Zoom), Virtual platforms or storage (e.g., Office365, Box), UVA programs (e.g., ResearchUVA, Workday, UBI/Qlik Sense, UVA Marketplace, PaymentWorks, iLab), NIH programs (e.g., ASSIST & eRA Commons, NIHMS)
Commitment to diversity, equality, and access.

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.

Application Instructions: Apply Now. Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0060399. Complete an application online and include the following documents:
A CV/resume
A cover letter is optional but strongly encouraged

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Incomplete applications will not be considered.

For questions about the application process, please contact Margaret Weeks , Academic Recruiter. Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy. This position cannot offer visa sponsorship .

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

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