Vanderbilt University Program Assistant (Pharmacology) in Nashville, Tennessee

Program Assistant (Pharmacology) (Job Number: 1801818)


Position Summary :

The Program Assistant will support the Assistant to the Chair in Pharmacology by coordinating major programs and events, managing itineraries, and coordinating schedules of visitors. Reviews and maintains the department’s expenditures in procurement system.

About the WorkUnit :

The Department of Pharmacology is one of the most distinguished Pharmacology departments in the country and one that has incredible potential to advance basic science and contribute to urgently needed drug development in the coming years. Its mission is to engage in scientific discovery to elucidate biological mechanisms and develop novel therapeutics. A unique feature of the department is its outstanding Ph.D. training program where almost 60 scientists in training are addressing important issues in fields such as neuroscience, cardiovascular development, receptor signaling, and drug metabolism.

Key Functions andExpected Performance:

§ Serves as the guest travel coordinator by managing all seminar speaker and faculty candidate arrangements (i.e., book travel, hotel, ground, luncheons, dinners, itineraries, host guests)

§ Manages itineraries for guest speakers and faculty candidates and their resulting expenses during visits; including timely reconciliation via Oracle platforms

§ Assists with the coordination of major programs and events

§ Supports the monthly faculty feed meetings

§ Maintains and updates distribution list for the Pharm 100 club; prepares and mails annual requests; and receives reponses and donations

§ Distributes weekly events newsletters

§ Supports the department by maintaining inventory supplies and sorting daily mail

§ Monitors and reconciles expenditures of budgeted programs for lectures and OneCard transactions via Oracle platform; including sending timely communications to payment card office as needed for adjustments

§ Coordinates visitor schedules and escort high profile visitors around campus

§ Answers multi-line phones; responds to inquiries by referencing policies and procedures

§ Maintains departmental databases, including the alumni gift giving databases and any others as directed

§ Completes administrative tasks such as maintaining conference room schedules, managing email list serves, and preparing and typing letters as requested

SupervisoryRelationships :

The Program Assistant reports functionally and administratively to the Assistant to the Chair. This position has no direct reports.

Education andCertifications:

§ A high school diploma is necessary

§ An Associate or bachelor’s degree in an appropriate area of specialization from an accredited institution of higher education is preferred

Experience and Skills :

§ At least three years of relevant professional experience is necessary if combined with a high school diploma; experience may be substituted by earning the Associate or Bachelor’s degree

§ Proficiency with Microsoft Office suite is necessary

§ Vanderbilt University experience is preferred

§ Experience with Oracle and procurement is preferred

§ Experience with travel coordination is preferred

VanderbiltUniversity is an equal opportunity, affirmative action employer. Women,minorities, people with disabilities and protected veterans are encouragedto apply.

Primary Location: United States-Tennessee-Nashville

Organization: 18360 - Pharmacology

Job: Administrative / Office Support Supervisors, Leads, and Staff

Vanderbilt University is committed to principles of equal opportunity and affirmative action