The Administrative Specialist position is part of the Office of Undergraduate Education (OUE) within the College of Arts & Science Dean’s Office at Vanderbilt University, and is a key individual responsible for the daily operations of the A&S undergraduate student population. Reporting directly to the Administrative Coordinator and indirectly to the Dean of Undergraduate Education, the Administrative Specialist serves faculty, students, and parents who interact with the Undergraduate Education office.
The College of Arts and Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.
Duties and Responsibilities
Provide general office support for OUE including managing, greeting, and directing visitor traffic, answering phones, and responding to general email and walk-in inquiries
Manage administrative responsibilities for OUE Deans to include scheduling appointments, event planning, and special projects as needed
Managing college-wide committees
Create purchase requisitions, create suppliers, and complete the receiving process in Oracle
Procure a corporate One Card and manage expenses
Deal calmly and professionally with urgent student situations
Maintain and coordinate confidential information related to student health and personal issues; communicate with instructors as needed
Work closely with the several university offices
Additional duties as assigned
This position has supervisory responsibility over student workers and reports functionally to the Administrative Coordinator and indirectly to the Dean of Undergraduate Education.
Profile of an Ideal Candidate
A High School diploma or GED is necessary.
An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.
Strong organizational & analytical skills is necessary.
Resourceful and detail-oriented is necessary.
Excellent interpersonal written & oral communications skills is necessary.
Ability to plan, develop, and coordinate multiple projects is preferred.
Ability to work both as a member of a team & independently is necessary.
Microsoft Office proficiency is necessary.
Adobe Professional is preferred.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Job: Administrative / Office Support Supervisors, Leads, and Staff
Primary Location: United States-Tennessee-Nashville
Organization: 12050 - Arts and Science: Student Services