Academic Department Administrator

Washington D.C. United States
04 Jun 2019
End of advertisement period
04 Aug 2019
Contract Type
Full Time

Reporting to the Biochemistry Manager of Finance and Administration, the Academic Department Administrator will serve as an administrative extension for the Department of Biochemistry and Molecular Medicine.

This entry-level administrative support position provides administrative support to the Department of Biochemistry. The core responsibilities of this position are to support the administrative operations of the department, to include: developing and maintaining databases, scheduling, supporting, acting as a backup for attending and producing agendas and minutes for meetings, preparing correspondence designed to affect action or publicize department activities, and compiling/distributing various assessments.

Additional duties include liaising with stakeholders in the monitoring the progress of students toward degree completion and performing related administrative, advisory, and editorial duties. This role will assist with activities related to attracting prospective students, and will assist in liaising with the department admissions process by providing information to students and overseeing department registration procedures.

This position liaises with stakeholders to keep accurate and complete student records and ensures students complete college requirements, processes student financial appointments, and prepares and process financial related matters, including purchase orders, supplemental compensation, invoices, honorarium, stipends, volunteer/student appreciation recognition, and expense reimbursements. This position often maintains the department procurement card and ensures budget compliance with institutional policies and procedures. This role will also serve as liaison between department and university administrative offices, and may assist with student life issues, counseling and/or referring students as appropriate, and will assist in arrangement of special events and may serve on departmental academic committees.

Job Duties:

  • Assists operations of the education programs including MD, PhD and Masters Programs at the request of teaching faculty and program directors.
  • Serves as a liaison for all education-related matters.
  • Communicates with departmental visitors and speakers, responsible for logistics of the departmental seminar series
  • Maintains listservs and departmental email lists
  • Processes lab order and animal order requests for various departmental programs 
  • Submits office supplies orders and works with the Facilities Office on any outstanding issues in the departmental lab and office space, keeps different trackers up to date.
  • Serves as a point person responding to any faculty requests or problems (front desk coverage).
  • Places all lab orders (animal, lab supplies) for Principal Investigators in the Department under various departmental programs
  • Processes Nixon lab coats, Fedex, Airgas, Shred It, and all other invoices.
  • Submits IT related requests and processes IT related quotes (i.e. computer purchases).
  • Verifies that PI has active approvals for hazardous purchases as necessary.
  • Actively resolves any issues related to procurement of such items and keeps lab staff and PI informed.
  • Completes specialist projects and duties as assigned.
  • Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:    
Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor’s degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Preferred Qualifications:    

  • Experience in an academic administrative setting preferred.
  • Ability to work independently.
  • Ability to work with individuals of all levels.

Typical Hiring Range    

$19.27 - $25.03 How is pay for new employees determined at GW?