Vanderbilt University Administrative Assistant I (Anthropology) in Nashville, Tennessee

Administrative Assistant I (Anthropology) (Job Number: 1802230)


The Administrative Assistant I position is located in the Department of Anthropology in Garland Hall. The primary responsibilities include general administrative duties, purchasing supplies, booking travel, organizing guest lectures and events, and scheduling classes. This position is 40 hours per week and requires thorough knowledge and understanding of University policies and procedures.

The Vanderbilt Department of Anthropology emphasizes these sub-disciplines to achieve a better understanding of the world, past and present. The members of the faculty are internationally prominent for their research and publications on the New World, especially Mesoamerica, the Andes, and Amazonia. The Departments main research interests and active field programs are located in Mexico, Guatemala, El Salvador, Brazil, Bolivia, Columbia, Peru, Argentina, and Chile. Faculty and students within the Department participate in the activities of the Center for Latin American Studies. The Department of Anthropology has 16 full-time faculty members that teach an array of courses and work extensively on research projects. The graduate program has roughly 25 students annually.

This position will manage undergraduate student workers in the Department of Anthropology.

Duties andResponsibilities:

  • Administrative:

  • Provideadministrative support for the department (ex. mailings, photocopying,printing documents, filing, and maintaining file records by using andmaintaining office equipment including Copier/print server/scanner)

  • Purchase laband office supplies

  • Prepareexpense reimbursements for guests, faculty, and students

  • Createpurchase requisitions, create suppliers, and complete the receivingprocess in Oracle

  • Update andmaintain the department website and email list

  • Manage thedepartmental calendar

  • Maintain andcoordinate confidential material (ex. tenure and promotion files,reappointments, course evaluations etc.)

  • EnterGraduate Awards (GAF’s) for Graduate students each semester

  • Work closelywith the Office Manager and faculty on course scheduling

  • Processincoming and outgoing mail, FedEx and UPS

  • Developspreadsheets, gather appropriate information, query databases and updaterecords when necessary

  • Eventplanning for guest speakers and lecture series

  • Order deskcopies of books for faculty members and student TA’s

  • Customer Service:

  • Answerquestions for walk-in customers and students

  • Processstudent course overrides, major/minor forms, and other program documents

  • Answermulti-line phone and respond to inquiries from students, parents,vendors, faculty, and staff

  • Book travelfor guests and arrange itineraries (ground transportation, meals,meetings etc.)

Profile of an Ideal Candidate:

  • A High SchoolDiploma or GED is required

  • Associate'sDegree or Bachelor’s degree from an accredited institution of highereducation is preferred.

  • At least 2years of relevant professional experience is required.

  • The ability tobe autonomous, prioritize projects and maintain strict deadlines is necessary.

  • Excellentverbal and written communication skills are necessary.

  • Strongorganizational & analytical skills with meticulous attention to detail is necessary.

  • Demonstratedability to work independently or in a team setting is necessary.

  • Ability totake initiative, multi-task and work well under pressure is necessary.

  • MicrosoftOffice proficiency (including Word and Excel) is necessary.

  • Adobeprofessional experience is preferred.

  • Ability toquickly learn office technology and databases is preferred.

About Vanderbilt Benefits:

In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview at .

About Vanderbilt University:

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students, faculty, and frequently cite Nashville and the surrounding area as one of the many perks of being a part of Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review at among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 12410 - Anthropology

Job: Administrative / Office Support Supervisors, Leads, and Staff

Vanderbilt University is committed to principles of equal opportunity and affirmative action