Lipscomb University · 1 month ago
Administrative Assistant, Biology - College of Liberal Arts and Sciences
Nashville, TN
Full-time
Onsite
New Grad, Entry LevelLipscomb University is seeking an Administrative Assistant for the Biology department. The role involves providing clerical, secretarial, and administrative support, managing schedules, and facilitating communication within the department.
EducationHigher EducationUniversities
Responsibilities
Order office supplies, lab supplies, chemicals, receive shipments, store, distribute (see above regarding packages), and track spending on Excel spreadsheet
Check emails for appointment requests, invoices, requests for the conference room and/or Flex Space, etc
Manage the Conference Room and Flex Space (355) schedule
Track shredding service
Pay companies for monthly rentals and services
Manage department chair’s advising appointment schedule and coordinate with BMS recruiter and admin to avoid scheduling conflicts
Enter class schedules, handle conflicts – each semester
Maintain list of current graduates, communicate department requirements for graduation, prepare bulletin board with recent photos of graduates, prepare for Graduation Dinner, create Contact Group for communicating with graduates, create and send invitation, and manage RSVP’s. Pull Argos reports
Schedule, order, announce (end email and post signs), prepare instructions for students, proctor and track scores – minimum of twice per semester for Major Field Test (MFT)
Make reservations, catering, invitations, order and wrap gifts, create PowerPoint of May grads, prepare program (create in Publisher, print, and fold), prepare award certificates (order frames and certificate paper, type, print and frame certificates), decorate, create floral centerpieces for dining tables, prepare nametags, order and wrap graduation gifts, set up and clean up for Graduation dinner
Purchase Orders for lab equipment or supplies
Manage People Admin for student workers, faculty and staff job postings and hiring
Prepare contracts and paperwork for summer researchers and Langford-Yates fellows
Order lab coats for faculty and summer researchers pick up and deliver
Order stationary, name badges, business cards, department shirts, etc. Order department gifts for prospective students and graduates
Assist BMS administrative assistant with graduate program budget, admits, inquiries, etc
Train and supervise student workers
Assist with new faculty/staff applicants; maintain files, schedule interviews, arrange transportation & accommodations, etc
Prepare department newsletter and arrange for mass mailing to department alumni (have not done this since added BMS graduate program)
Expense Reports to reimburse faculty/staff
Check Requests to pay bills to companies not accepting VISA, honorariums for guest speakers, etc
Keep current biology faculty/staff call list, notify the operators of changes and others as needed
Distribute memos to adjuncts from Provost and Registrar’s office
Manage class changes; such as professor late or out sick – putting notes on doors, etc
Assist with room reservations for study day, meetings, etc
Manage facilities requests and issues
LCC/AV trouble reports and requests
Proctor exams when needed
Keep and distribute papers for students/faculty/staff to pick-up
Contact Campus Safety for guest parking reservations, lost & found items, etc
Maintain first aid kits. Trained for AED. In an emergency, contact the school nurse and/or campus safety
Assist with deliveries to the department
Qualification
Required
Provide general clerical, secretarial, and administrative support for the Biology department
Frequent interaction with students on campus
Kronos supervisor for student workers each semester
Manage invoices for ESP (Visa) sign-offs
Collect Visa receipts, scan, assign budget code and business purpose
Manage the conference room and flex space
JE's to transfer funds to cover expenses as needed
Arrange departmental meetings, reserve rooms, take minutes and provide lunch if necessary
Manage Dr. Jon Lowrance's calendar
Enter overrides for students
Handle room conflicts each semester
Assist in graduating
Schedule, order, and prepare instructions for students to take the MFT, Major Fields Test
Purchase orders for lab equipment and supplies
People Admin for student workers, faculty and staff job postings and hiring
Assist BMS admin with graduate program budget, admits, inquiries, etc
Proctor exams
Pick up and deliver mail and packages
Order office supplies and chemicals
Assist students, welcome visitors and prospective students
Order office supplies, lab supplies, chemicals, receive shipments, store, distribute, and track spending on Excel spreadsheet
Check emails for appointment requests, invoices, requests for the conference room and/or Flex Space
Manage the Conference Room and Flex Space (355) schedule
Track shredding service
Pay companies for monthly rentals and services
Manage department chair's advising appointment schedule and coordinate with BMS recruiter and admin to avoid scheduling conflicts
Enter class schedules, handle conflicts each semester
Maintain list of current graduates, communicate department requirements for graduation, prepare bulletin board with recent photos of graduates, prepare for Graduation Dinner
Create Contact Group for communicating with graduates, create and send invitation, and manage RSVP's
Schedule, order, announce Major Field Test (MFT), prepare instructions for students, proctor and track scores – minimum of twice per semester
Graduation dinner: reservations, catering, invitations, order and wrap gifts, create PowerPoint of May grads, prepare program, prepare award certificates, decorate, create floral centerpieces for dining tables, prepare nametags, order and wrap graduation gifts, set up and clean up
Purchase Orders for lab equipment or supplies
People Admin for student workers, faculty and staff job postings and hiring
Contracts and paperwork for summer researchers and Langford-Yates fellows
Order lab coats for faculty and summer researchers pick up and deliver
Order stationary, name badges, business cards, department shirts, etc
Order department gifts for prospective students and graduates
Assist BMS administrative assistant with graduate program budget, admits, inquiries, etc
Train and supervise student workers
Assist with new faculty/staff applicants; maintain files, schedule interviews, arrange transportation & accommodations
Prepare department newsletter and arrange for mass mailing to department alumni
Expense Reports to reimburse faculty/staff
Check Requests to pay bills to companies not accepting VISA, honorariums for guest speakers
Keep current Biology faculty/staff call list, notify the operators of changes and others as needed
Memos to adjuncts from Provost and Registrar's office
Assist with room reservations for study day, meetings, etc
Manage facilities requests and issues
LCC/AV trouble reports and requests
Proctor exams when needed
Keep and distribute papers for students/faculty/staff to pick-up
Contact Campus Safety for guest parking reservations, lost & found items
Maintain first aid kits. Trained for AED. In an emergency, contact the school nurse and/or campus safety
Assisting with deliveries to the department
Company
Lipscomb University
Lipscomb University is a faith-based, liberal arts institution in Nashville, Tenn.
Founded in 1891
501-1000 employees
H1B Sponsorship
Lipscomb University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2024 (2)
2023 (7)
2022 (1)
2021 (1)
Funding
Current Stage
Late StageTotal Funding
$23M2018-04-17Grant· $23M
Leadership Team
Brent Roe-Hall
Director of The Joshua Project & Partnerships
Cindy Mears
Executive Administrative Assistant to the VP and CIO of IT, Leases & Contracts Administrator
Recent News
Government Technology US
2025-11-04
2025-07-17
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