Location: Nashville, TN, USA
**Administrative Assistant II (Job Number: 1902187)**
The AAII will perform administrative functions in Pod2 that will supplement the work of the Pre Award, Finance and HR teams. This position will have a specified workload and will train specifically within the pre-award team as the primary focus of the position. Additionally, the AAII will serve as a point of contact for POD2 faculty who need assistance or guidance in filing expense reports with central administration and booking travel for external recruits. About the Work Unit: Basic Science Research Administrative Pod 2 is a group of professionals who provide administrative support to the following departments and centers: Biochemistry Department, Cell & Developmental Biology Department, Center for Stem Cell Biology Center, and Center for Structural Biology, Mass Spectrometry Research Center, Quantitative Systems Biology and Vanderbilt Institute of Chemical Biology. Pod 2 is comprised of three teams, each with expertise focused in one of the following areas: Pre-Award Sponsored Research, Post-Award and Finance, and HR.
**Duties and Responsibilities**
+ Provide assistance to the person(s) assigned within POD2 to lead the annual Equipment and/or Space Survey, both with gathering and inputting data, as assigned. This includes monitoring changes on a monthly basis and updating appropriate programs and databases.
+ General POD2 Support
+ Run and save to shared server monthly labor and other reports proactively in preparation for annual space survey and/or other special projects.
+ Gather, distribute and submit quarterly reports for Dosimetry Radiation Badges for applicable labs
+ Other Duties as assigned Pre-Award Sponsored Research
+ Provide assistance to the POD2 Pre-Award Administrative Officer and Grants Managers with sponsored/agency applications and contracts.
+ Run reports for Pre-Award Grants Managers for upcoming RPPR's and other agency deadlines HR Costing Specialist
+ Provide assistance when needed to POD2 administrative staff to create and submit both active and retroactive labor and non-labor costing changes.
+ Audit to ensure consistency of shared data/back-up files on server for Active and Retroactive HR costing changes. Position Description Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on organizational and operational needs.
+ Faculty Engagement
+ Assist POD2 faculty in preparing expense reports, insuring compliance with all business and travel policies and regulations.
+ Book travel and conference registrations as needed for designated individuals to potentially include guests and non-VU employees.
+ Stay up-to-date on all policy and regulatory issues.
**Profile of an Ideal Candidate**
+ An Associate's degree or 2 years of higher education from an accredited institution of higher education is preferred.
+ Excellent Microsoft Suite Skills, advanced skills in Excel, and proficiency in Adobe are necessary.
+ Exceptional attention to detail is necessary.
+ Ability to work with all types of people is necessary.
+ Articulate with excellent oral and written communication skills is necessary.
+ Ability to work well under pressure is necessary.
**Commitment to Equity, Diversity and Inclusion**
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
**Primary Location:** _United States-Tennessee-Nashville_
**Organization:** _18210 - Basic Science Administration Pod 2_
**Job:** _Administrative / Office Support Supervisors, Leads, and Staff_
Vanderbilt University is committed to principles of equal opportunity and affirmative action