Job Information
Vanderbilt University Senior Administrative Specialist in Nashville, Tennessee
The Senior Administrative Specialist is a key individual contributor responsible for supporting and coordinating the day-to-day administrative activities of the Office of the Provost. Reporting directly to the Senior Executive Assistant, the Senior Administrative Specialist supports the Chief of Staff and Deputy Chief of Staff. This position will provide administrative support through daily office activities, including front desk and reception duties; meeting and calendar management; project, program, and event coordination; and general support for Provost staff. This position requires a great attention to detail, high level of skill coordinating multiple activities in support of a busy office, and exceptional judgment in managing information of a highly confidential and sensitive nature.
The Office of the Provost at Vanderbilt University is responsible for the business and management operations to support the work of the Provost in overseeing all faculty, staff, programs and initiatives for Vanderbilt’s 10 schools and colleges as well as leading the university’s research, admissions, student affairs and residential life. Each team member plays an integral role in executing strategic initiatives and outreach that drive the University forward. The team works alongside the Provost and Vice Provosts in the academic planning and operations of Vanderbilt University and its affiliates including the Vanderbilt University Medical Center.
Duties and Responsibilities
Ensures that daily office operations are performed in a seamless and efficient manner.
Performs duties including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues.
Manages calendars of Chief of Staff and Deputy Chief of Staff of one-time, recurring, ad-hoc, and committee meetings with internal and external participants.
Drafts summaries and briefing materials for the Chief of Staff and Deputy Chief of Staff.
Provides general office management and clerical assistance with copying, printing documents, filing, and maintaining records.
Processes incoming and outgoing mail.
Delivers mail and signature forms to the appropriate location as directed by department.
Maintains inventories for office and kitchen supplies and order supplies for office suite while maintaining general office appearance.
Receives and restocks supplies upon arrival.
Greets visitors and guests to the Office of the Provost and provides the highest level of professional service.
Utilizes Microsoft Outlook Email and Calendar applications, Excel, and PowerPoint in support of Office of Provost.
Maintains paper and electronic files of a sensitive nature including application and personnel files.
Assists with planning, developing, and coordinating projects, programs, and events managed or sponsored by the Office of the Provost.
Assists with organizing and tracking logistics for hosted events by the Office of the Provost including purchasing, catering, room reservation, set up, greeting, and attendance at events.
Interprets, monitors, and analyzes information to facilitate effective project management in the Office of the Provost.
Drafts agendas, records meeting minutes, and distributes materials as needed for Chief of Staff and/or Deputy Chief of Staff.
Qualifications
An Associate’s or Bachelor’s degree from an accredited institution of higher education is preferred.
At least 5 years of directly comparable experience is preferred.
At least 3 years of directly comparable experience is required.
Prior experience at Vanderbilt University is preferred.
Excellent Microsoft Outlook calendaring skills are necessary.
Proficiency in Microsoft Office, such as Word, Excel, or PowerPoint, is necessary.
Organization skills are necessary.
Ability to take initiative, multi-task, and work well under pressure is necessary.
Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
Demonstrated ability to work independently and in a team setting is necessary.
Excellent verbal, written, and visual communication skills are necessary.
Ability to manage and impart confidential information is necessary.
Records maintenance or archival skills are 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.