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Advertising Summary: Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. Virginia Commonwealth University is an equal opportunity employer.

Unit: School Of Medicine MBU

Department: Microbiology and Immunology

Department Summary: Located on the MCV Campus in downtown Richmond, the Department of Microbiology and Immunology is home to a diverse, vibrant community of researchers, educators and learners. With a strong history of research funding, our department strives to advance scientific knowledge in the biomedical sciences and inform medical advancements that improve patient outcomes. Our innovative studies span a broad spectrum of areas within the fields of microbiology and immunology:

Allergy and autoimmunity
Host-pathogen interactions and molecular pathogenesis
Human microbiome science and microbial genomics
Reproductive immunology
T-cell therapy and vaccine development
Tumor biology, cell signaling and epigenetics

As educators, we are proud to provide a collaborative, collegial learning environment for our students. Faculty and postdoctoral fellows serve as dedicated mentors, providing an individualized educational experience and shaping the next generation of successful scientists.

Duties & Responsibilities:

The Senior Administrative Coordinator will perform fiscal and administrative duties in support of the department’s research and educational missions. This individual will be expected to effectively manage multiple responsibilities and ensure smooth departmental operations.

This position requires daily (Monday through Friday), in-person presence to effectively collaborate with faculty, students, and staff.

Procurement and Financial Operations: 

• Process and track purchase requests and receipts in VCU procurement system, ensuring timely acquisition of necessary supplies and services according to the University purchasing guidelines
• In coordination with the finance team, reconcile and clear encumbrances for completed purchase orders
• Coordinate with VCU Accounts Payable to reconcile discrepancies concerning unpaid orders and price changes   
• Manage departmental corporate card, ensuring all purchases comply with VCU policy, have receipts attached and are approved in the Bank of America system according to published deadlines
• Coordinate with the finance personnel to process financial transactions (journal vouchers, invoice payments, reimbursement requests, etc.) and ensure proper supporting documentation and adherence to the University policies

Travel: 

• Make arrangements for faculty, staff and guest speakers’ professional travel, including obtaining required pre-approvals, booking reservations, charging appropriate funding sources and processing reimbursement for allowable expenses

Fixed Assets Inventory: 

• Assist Department Administrator with annual inventory of departmental fixed assets (capital equipment), maintaining accurate, complete and up-to-date information in the University database
• Coordinate with research labs to ensure proper transfer and disposition of department’s capital equipment

Graduate Program Support:

• Provide administrative and financial support to the Graduate Program Director, assisting with student recruitment, program logistics, update of the databases and other related tasks
• Coordinate course logistics and assist Course Directors with the planning and maintenance of course offerings, including scheduling, communication, and coordination of course evaluation process
• Maintain and update database on student activity post-graduation to ensure these data are readily available for reporting outcomes on training grant applications, annual reports and academic program reviews
• Assist in maintaining and updating course-related information, including schedules, syllabi, and course materials
• Collaborate with the department’s Finance Manager, School of Medicine Graduate Education Office and faculty mentors to complete the student funding process for all graduate students trained in the department. Research and correct any issues that arise

Other Duties as Assigned:

• Performs other administrative and clerical functions to support department operations, including event planning, faculty recruitment, and other duties as assigned by Department Administrator

Qualifications:

Minimum Qualifications

• High school diploma or equivalent
• At least three years of professional experience in administrative and fiscal operations
• Proficiency with MS Office suite (Word, Excel, PowerPoint)
• Proven record of success in positions requiring excellent attention to detail, strong organizational skills, effective prioritization and efficient time management
• Demonstrated ability to exercise discretion and maintain confidentiality when dealing with sensitive information
• Strong inter-personal skills, including clear, timely and respectful written and verbal communication, proactive attitude and adaptability
• Ability to work well both independently and in teams
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU

Preferred Qualifications

• Bachelor’s Degree in Business Administration or related field
• Prior professional experience in academic settings
• Curiosity and willingness to master new systems and processes 

Salary Range: $58k-$65k

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: 1903S - Sr Administrative Coordinator GA Senior

Contact Information:

Contact Email: SOMHR@vcuhealth.org