The Cores Administration Team Lead will assist the Senior Assistant Dean in managing various aspects of Cores administration including fiscal and human resource activities, equipment purchases, and facilities management.
The Vanderbilt Basic Sciences Cores Administration supports research for designated institutional cores and shared resources. The Core facilities offer cutting-edge scientific services, enabling access to high-end equipment, advanced techniques and specialized expertise for all Vanderbilt investigators. This administration works as a team to support the Cores within the School of Medicine.
Duties and Responsibilities Finance
Work with Core Directors to prepare annual core budgets.
Assist Core Directors with the development and submission of rate workbooks annually and as needed.
Create specialized reporting tools and provide appropriate monthly financial and personnel reports for review by Core Directors.
Establish and maintain systems for organizing reporting, purchase of equipment and distribution of all types of subsidy funding.
Help Core Directors ensure accurate and timely billing and submission of external and internal invoices to core users.
Provide Agilent-iLab technical support for Departments and Cores as needed.
Authorize, approve and sign purchase and equipment requisitions, travel and entertainment expenses, etc.
Assist Core Directors in preparation and monitoring of service level agreements for internal and external core customers.
Assist Core Directors in resolving external Accounts Receivable.
Enter and monitor Research Core Agreements, Addendums, Quotes, and Purchase Orders within VU PEER.
Provide guidance during Core Agilent-iLab Implementations.
Compliance, policy and procedures
Maintain a current and working knowledge of relevant policies, including VU Guidelines for Research Core Operations and Federal OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
Maintain a current and working knowledge of the CORES application for tracking, billing and invoicing core service activity.
Ensure Core staff and students are up to date with PCI Compliance Training for Agilent-iLab credit card usage.
Attend regular training as assigned.
Supervise administrative staff
May supervise the work of Cores Administration staff.
Train Staff in systems and procedures.
Serve as a member of the departmental administrative team
Attend meetings and interact with other departments as requested by the Senior Assistant Dean.
Resolve problems directly, or in consultation with Senior Assistant Dean concerning staffing, utilization of facilities, equipment and funds.
Other duties as assigned
A Bachelor's degree is necessary.
A Master's degree is preferred.
Four years of related experience is strongly preferred.
Familiarity with Basic Science Research is preferred.
Experience working in a Higher Ed/ Academic setting is preferred.
Familiarity with Oracle Cloud is preferred.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000211
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.