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The Administrative Assistant, Travel role is part of the Pod 3 Basic Science Research Group at Vanderbilt University and is a key individual responsible for financial and reporting activities within the Pod. This position supports the faculty and staff of Pod 3 Basic Science Research.

POD 3’s mission is to provide the best possible experience for our faculty with regard to financial and administrative needs. Agility, accuracy and collaborative initiatives will enable us to move quickly and offer value added solutions. We will continuously seek new ways of working smarter for better results. We do this to provide our faculty and staff the tools they need to make decisions and advance excellence in their scientific endeavors.

Duties and Responsibilities:

EXPENSE REPORTS:

• Ensure that proper documentation is attached to each charge and comments are made on the report if necessary to understand the charge.

• Communicating with employees that expenses need to be submitted within the time frame listed in the travel Policy (60 days- page 7).

• Correcting errors on expense reports such as using the wrong account number, not completing the account codes, not attaching the correct backup such as attendees list, not attaching the announcement of the conference, the correct documentation when purchasing gift cards, no explanation on how a grant will directly benefit for their attendance to the conference will benefit the grant being charged, etc.

• If faculty member is a speaker at a conference, verifying if the conference will pay for any of their travel expenses. If so, ensuring that Vanderbilt does not also reimburse the traveler for these expenses. If by any chance this does happen, ensure that Vanderbilt is refunded the duplicate payment via a check from the traveler.

• Educating employees on the correct method to use when purchasing non-travel expenses such as Oracle Procurement or department CORES. If items have already been purchased by the employee, guiding them on their explanation on why this was done so that the charge will be reimbursed via expense report.

• Guide employees on how to use Concur for booking flights, especially international ones. Plus making the traveler knows they

• Help faculty and staff work up their expense reports. When necessary, working up their report for them.

• Communicating with departmental FUMS on any unusual issues on an expense report.

ONE CARD CHARGES PROCESSED ON EXPENSE REPORTS:

• Run and review the one card monthly report.

• Ensure that all cardholder submits their One Card charges on an expense report within a rolling 30 day time frame per expense transaction.

• Guide card holders on what cannot be purchased with their card and advising them on the correct process to use.

VARIOUS ADMINISTRATIVE TASKS:

• Order supplies for the administrative staff/office and food for Pod related events.

• Assist the members of the procurement team with committed costs reconciliation, invoice holds, and other related procurement items.

• Organize Pod administrative team outings/events.

• Maintain Pod 3 Website

Qualifications

• Bachelors or associates degree is necessary

• At least five years of relevant experience is necessary.

• Additional related experience may substitute for required education.

• Strong interpersonal and communication skills and the ability to work collaboratively with a wide range of constituencies in a diverse community is strongly preferred.

• Skill in organizing resources and establishing priorities is strongly preferred.

• Vanderbilt experience 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 employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

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.

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.