Administrative Generalist

5 days ago

Charlottesville, United States State of Virginia Full time

The University of Virginia's Center for Comparative Medicine (CCM) is seeking an Administrative Generalist to provide high-level administrative support to ensure the seamless operation of the department's programs and activities. This role handles a wide range of responsibilities related to fiscal management, recordkeeping, and operational logistics. The Administrative Generalist ensures efficiency in scheduling, communication, and departmental functions, contributing to CCM's mission of supporting biomedical research and teaching that utilizes laboratory animals.

Primary Duties & Responsibilities:

Administrative Support

* Serve as the administrative assistant to the CCM veterinarians and key senior leadership members.


* Schedule meetings, prepare agendas, transcribe, and distribute meeting notes.


* Draft and manage confidential reports, correspondence, and presentations.


* Coordinate professional activities with CCM leadership and external partners.


* Maintain administrative files and ensure compliance with UVA records retention policies.


* Respond to administrative inquiries and resolve problems on behalf of CCM.



Program Coordination

* Manage aspects of the student externship program, including scheduling and logistics.


* Assist with workshops, conferences, and other departmental events.


* Develop and distribute the CCM department newsletter.


* Serve as a liaison on various CCM committees (i.e., safety, wellness, enrichment)



Fiscal Support

* Prepare and submit financial travel reports for reimbursement.


* Reconcile revenues and expenditures on CCM accounts.


* Perform monthly billing tasks, validate accounts, and address invoice-related inquiries.


* Maintain accurate records of grants, purchase orders, and account information.



Operational Logistics

* Coordinate animal importation and exportation processes, including health surveillance documentation, courier arrangements, and billing.


* Manage animal ordering processes, liaising with vendors for pricing, availability, and shipping logistics.


* Assist with consumable supply inventory and ordering to maintain stock levels.



Human Resources & Records Management

* Maintain employee rosters and labor schedules; create employee files for new hires.


* Verify new hire and termination processes in Workday.


* Track and file work injury reports, ensuring compliance with Human Resources policies.



Data Entry & Reporting

* Input and manage animal census data and research account information.


* Maintain detailed records of animal import/export activities, including status tracking.


* Generate and reconcile reports for incoming animal orders and vendor invoices.



Special Projects

* Lead or support the integration and implementation of new software and equipment to enhance department efficiency, including census management systems and other operational tools.


* Collaborate with IT and other stakeholders to ensure smooth transitions and training for new systems.


* Identify opportunities for process improvements and recommend solutions to streamline workflows.


* Assist in piloting and evaluating new technologies or methodologies that align with departmental goals.



Minimum Required Qualifications:

* Education: Bachelor's degree

Experience: At least three years of experience. Relevant experience may be considered in lieu of a degree.



Preferred Qualifications:

* Experience in an academic, research, or healthcare environment.


* Experience in department management and coordination.


* Knowledge of project management methodologies and tools.


* Knowledge of University systems (i.e., Workday).


* Proficiency in Microsoft Word, Excel, PowerPoint, and custom database systems.


* Strong organizational, multitasking, and problem-solving skills.


* Ability to work independently, exercise discretion, and handle confidential matters professionally.


* Excellent verbal and written communication skills.



This role is eligible for a hybrid work schedule and requires an individual who thrives in a fast-paced environment while maintaining meticulous attention to detail. The Administrative Generalist ensures that CCM's critical administrative functions support its research mission effectively.

Before a formal offer of employment is extended, the selected candidate will undergo a health screening and a background check per university policy.

Physical Demands:

Job requires standing for prolonged periods, frequently traveling/bending/stooping. Proficient communicative, auditory and visual skills; Attention to detail and ability to write legibly; Ability to lift/push/pull 20 - 50lbs. May be exposed to chemicals, blood/body fluids and infectious disease.

Application Instructions: Please apply online and search for R0067552; complete an application including the following required documents; internal applicants must apply through Workday by searching "Find UVA Jobs":

* CV/Resume


* Cover Letter


* Letter of Recommendation



All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications will not be considered.

For questions about the application process, please contact J essica Speth, Academic Recruiter.

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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.

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