Overview

Part-Time Administrative Assistant Jobs in Wilmington, DE at Hagley Museum and Library

At Vanderbilt University , our work – regardless of title or role – is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice

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Vanderbilt University is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

The Administrative Manager is part of the administrative staff in the Department of Biological Sciences department in the College of Arts and Sciences, Division of Natural Sciences at Vanderbilt University and is a direct support for departmental Administrative Officer and Departmental Chair as well as works with members of the faculty, postdocs, staff, and students to ensure the day-to-day operational needs of the department are efficiently met. The Administrative Manager is also responsible for HR and financial functions of the department. Reporting directly to the Administrative Officer in Biological Sciences and indirectly to the Department Chair, this position will engage with a wide range of colleagues/coworkers, e.g. faculty, postdocs, students, and administrative staff in various departments/central offices.

The chosen candidate for this position may work a hybrid schedule once a successful training period has concluded. The Administrative Manager is expected to work on site at least 3 days per week and may work remotely up to 2 days per week. Hybrid schedules may be adjusted, as needed, to accommodate on site meetings and/or events, other on-site obligations, or as requested by the Administrative Officer.

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. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments. This department covers a broad spectrum of biology, from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.

Duties and Responsibilities

Financial Unit Management
Approves all financial transactions for the Department in Oracle (ERP) system, including procurement requisitions, travel and entertainment expense reports, One Card expense reports, intercompany transactions, etc.
Uses professional judgment and integrity to evaluate the appropriateness of expenditures and addresses questionable transactions
Approves iLab access requests; adds new unrestricted funds for use; coordinates with PI to which funds iLab users should have access; communicates with Grants Specialist as needed
Assists Administrative Officer by participating in planning and budget preparations and communicating budget calendar and process
Sponsor-specific support for compliance checking
Audits Oracle records and assists with correcting any project budgets and end dates
Oversees financial processes of sponsored award closeouts to assist grants team in ensuring accuracy and compliance of award terms and conditions
Engages in ongoing training to maintain an extensive understanding of Oracle (ERP) financial systems, the institution’s chart of accounts, POET, COA and PPM
Maintains extensive understanding of institutional and departmental travel, expense and One Card policies
Maintains extensive understanding of sponsored projects accounting and expenditure regulations
Answers general department financial inquiries
Serves as project leader for special/unforeseen financial tasks
Assists in financial aspects of preparation of academic year teaching schedule with DGS/DUS
General Accounting
Maintains accuracy of accounting records through regular analysis
Frequently prepares ad hoc financial and budget reports and completes and maintains timely accounting reviews
Accumulates, analyzes and summarizes routine, detailed 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 process & ensures efficacy
Manages capital equipment inventory, assists asset management with inventory audits
Manages space survey for the department
Personnel Management
Serves as functional & administrative supervisor of Administrative Specialist position
Approves paid time off (PTO) requests
Monitors performance
Serves as administrative supervisor to department research staff & postdocs
Line Manager regarding personnel records in Oracle (ERP)
Processes hire, payroll, termination transactions
Hiring manager for department research staff positions
Point of contact for performance issues, reclassifications, and other human resources activities
Trains departmental staff in the use of Oracle financial systems and the appropriate use of the chart of accounts, POET and COA
Other duties as assigned

Title: Part-Time Administrative Assistant

Company: Hagley Museum and Library

Location: Wilmington, DE

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