Administrative Manager – Biological Sciences

Vanderbilt University Medical Center

Administrative Manager overseeing Vanderbilt Biological Sciences’ HR, finance, and departmental operations. Managing budgets, personnel processes, facilities, and administrative support for faculty, staff, postdocs, and students.

Posted 8/19/2026full-timeNashville • Tennessee • 🇺🇸 United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing administrative, HR, and financial operations within an academic or research environment, with a strong focus on budget planning, compliance, and team supervision. Proficient in Oracle financial systems and skilled in communication, problem-solving, and project coordination.

Highest-signal resume keywords

Oracle Financial SystemsBudget PlanningHuman Resources AdministrationFinancial ManagementInterpersonal Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Budget PreparationFinancial ReportingExpense ManagementProject CoordinationData Analysis

Soft Skills

Problem-SolvingOrganizational SkillsCritical ThinkingIndependent JudgmentTeam Collaboration

Tools & Technologies

Microsoft Office SuiteAdobe ProfessionalREDCap

Industry Keywords

Academic PoliciesDepartmental OperationsFinancial TransactionsSponsored Award ManagementConfidential Information Management

Tech Stack

Tools & technologies

Oracle

About the role

Key responsibilities & impact

Support the Senior Administrative Officer and Department Chair with day-to-day departmental operations
Manage administrative, HR, and financial operations for the Department of Biological Sciences
Approve financial transactions in Oracle, including procurement, travel and entertainment, One Card, and intercompany transactions
Approve iLab access requests and coordinate fund access with principal investigators and grants staff
Assist with budget planning, budget preparations, calendar communication, and sponsor-specific compliance checks
Audit Oracle records and assist with project budget and end-date corrections
Oversee sponsored award closeout financial processes
Answer departmental financial inquiries and lead special financial tasks
Assist with financial aspects of academic-year teaching schedule preparation
Maintain accounting records and prepare financial, budget, statistical, journal-entry, and cost-transfer reports
Assist with construction planning, renovations, teaching-lab maintenance, facilities work orders, capital-equipment inventory, and space surveys
Supervise the Administrative Coordinator and provide administrative supervision to research staff and postdocs
Approve PTO requests and monitor performance
Process hiring, payroll, termination, personnel-record, performance, and reclassification transactions
Hire department research staff and train departmental staff on Oracle financial systems and chart-of-accounts processes
Perform other duties as assigned

Requirements

What you’ll need

Bachelor's degree or equivalent related experience
Minimum of 5 years of experience in an administrative or managerial role, preferably in an academic or research institution
Strong interpersonal and written/verbal communication skills
Ability to use independent judgment and manage confidential information
Ability to analyze and solve problems efficiently
Ability to plan, develop, and coordinate multiple projects
Strong organizational skills and ability to manage multiple tasks and priorities
Proficiency in Microsoft Office suite and Adobe Professional
Knowledge of human resources administration principles and practices
Knowledge of academic student policies, processes, and procedures
Familiarity with financial management, budgeting, and expense management
Proficient use of Oracle and REDcap preferred
Ability to work independently and as part of a team
Strong problem-solving and critical-thinking skills
Commitment to continuous learning and professional development

Benefits

Comp & perks

Hybrid work schedule after successful training period
Remote work up to 2 days per week
Professional development and continuous learning opportunities
Equal-opportunity employment