Department Administrator 3 - MCG Vascular Biology Center

Job Summary

This position is responsible for the comprehensive operational, administrative, financial, and personnel management of the Vascular Biology Center (VBC). The role supports approximately 125 faculty, staff, scholars, and students.

The position supervises administrative staff, manages complex financial portfolios, oversees faculty and staff recruitment, ensures compliance with federal and institutional regulations, and serves as a key liaison to the Center Director, MCG Dean's Office, Provost's Office, Sponsored Programs, IPSO, HR, and other institutional partners.

Responsibilities

• Recruitment, Hiring & Position Management
  Prepare and route Add/Change forms for faculty, staff, students, non-paid affiliates, and student assistants, including funding review, position number requests, and budget approvals. Prepare and route critical hire requests for approval. Manage job postings, routing, and approval workflows. Review applicants and coordinate with Human Resources for classified staff offers. For faculty positions: Prepare job offers and route for Dean's approval; Coordinate degree verifications, drug screenings, relocations, and lab startup needs; Assist with lab renovations and onboarding logistics; Participate in faculty recruitment by meeting with candidates and processing reimbursements.
• Renovations
  Oversee all VBC renovations, large and small. Coordinate with contractors, negotiate funding and timelines, and ensure alignment with research and operational needs.
• Supervise Website & Digital Signage
  Manage staff who work to update and maintain VBC website and digital signage with MCG Dean's Office and IT. Manage staff who assist with special events, retreats, symposiums, and other strategic initiatives.
• International Scholar Processing (J-1 & H-1B)
  Prepare, submit, and manage all paperwork for incoming J-1 scholars, including annual extensions, invitation letters, onboarding appointments, housing assistance, and hiring documentation (ePARs, screenings, titers, TB testing). Prepare and submit H-1B documentation for scholars and new hires; coordinate closely with IPSO and HR on hiring, salary changes, and compliance.
• Payroll, Leave & Personnel Administration
  Approve and enter bi-weekly payroll for VBC employees. Enter and approve leave for exempt employees, telework hours, travel days, and outside activity reporting. Advise faculty and staff on leave balances. Prepare and submit FMLA requests and return-to-work documentation. Address personnel issues, including policy interpretation, performance documentation, evaluations, and terminations. Oversee completion of annual evaluations for all faculty and staff. Ensure all faculty, staff, and students complete required annual training.
• Financial Management & Budget Oversight
  Manage the VBC state budget, ensuring balanced projections and fiscal stewardship. Oversee startup commitments. Manage extramural grants, internal incentives, and foundation accounts. Approve daily expenditures and P-Card charges. Approve equipment requisitions and prepare/approve budget amendments. Reconcile all funding sources monthly, project balances, and submit ePARs and cost transfers. Provide financial reports to leadership and Pls. Review and approve equipment orders and requisitions. Review annual equipment contracts and coordinate with Accountant 1.
• Effort Reporting & NIH Cap Management
  Maintain and project NIH cap effort for faculty. Submit ePARs to ensure salary distribution aligns with award guidelines. Monitor grant funding for appropriate FTE and salary coverage. Approve cost transfers as needed. Serve as pre-reviewer for quarterly effort certification for faculty, staff, and students. Ensure timely certification of all effort reports.
• Supervise Grant Submission, Maintenance & Reporting
  Supervise and mentor Grant Development Specialists, providing guidance, training, workload prioritization, and performance feedback to ensure high-quality, timely proposal development and post-award support. Oversee internal budget preparation for extramural and intramural submissions, ensuring accuracy, compliance, and alignment with institutional and sponsor requirements. Review and approve FTE and salary allocations, collaborating with faculty and staff to confirm appropriate effort commitments. Provide strategic oversight of sponsor-specific budget development (NIH, AHA, ADA, DOD, and others), ensuring consistency and adherence to agency guidelines. Monitor and validate unobligated balance calculations, coordinating with Sponsored Accounting for accurate carry forward projections. Guide PIs and staff in preparing strong budget justifications, including those for carryforward amounts over 25%. Establish and maintain standardized budgeting, reporting, and documentation processes to improve efficiency and reduce errors. Serve as the primary escalation point for complex budget scenarios, sponsor inquiries, and cross-department coordination.
• Supervise Capital Asset & Computer Inventory
  Manage 300-750 capital assets, including annual hands-on inventory. Maintain and update computer inventory.
• Space Management
  Oversee VBC space inventory in Archibus, ensuring accurate and timely updates to personnel and funding assignments.
• Supervise Seminar Series Management
  Manage the weekly VBC seminar series, including itineraries, communications, and all logistics for in-person visits.
• Building Coordination & CEPAR
  Serve as building coordinator for the CA and Interdisciplinary Research buildings. Approve building access, key requests, and coordinate special shutdowns. Oversee VBC emergency plans, including updates, training, call lists, and continuity planning.
• Freezer & Equipment Monitoring
  Maintain database for all -80°C freezers and specialized monitored equipment. Serve as 24/7 first responder for freezer alarms and equipment failures. Coordinate with Pls and lab personnel during system outages.

Required Qualifications

Bachelor's degree from an accredited college or university in Business Administration or related discipline with six years of demonstrated administrative management experience.

Preferred Qualifications

Master's degree from an accredited college in business administration or related discipline.

Knowledge, Skills, & Abilities

Proficient in Microsoft Office and other computer software/databases.

Knowledge of P&Ps and NIH and AHA grant guidelines.

SKILLS

Excellent interpersonal, written, and verbal communication skills.

Detail-oriented with strong accounting, organizational and prioritization skills.

ABILITIES

Ability to maintain confidentiality, complete work and meet deadlines.

Shift/Salary/Benefits

Shift: Days; Monday - Friday (Work outside of normal business hours may be required).

Salary: $95,200-$121,400 annually.

Pay Band: B16

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position.

Recruitment Period: Until Filled.

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!