Vanderbilt University Administrative Assistant I - German Dept. in Nashville, Tennessee

Administrative Assistant I - German Dept. (Job Number: 1802023)


The Administrative Assistant I position is located in the German, Russian and East European Studies Department in Furman Hall. The primary responsibilities include general administrative duties, purchasing supplies, booking travel, organizing guest lectures and events, and reviewing and monitoring the department budget. This position is 40 hours per week and requires thorough knowledge and understanding of University policies and procedures.

German, Russian and East European Studies (GREES) has world-class faculty in vital areas of research. The Department also houses one of the leading graduate programs in German Studies nation-wide, and serves undergraduate students with a stimulating cluster of seminars, learning experiences, research opportunities, and international connections.

Duties and Responsibilities:

  • Mange theadministrative day-to-day operations for the Department

  • Monitordepartment budget and spending

  • Review monthlyspending and resolve discrepancies in a timely manner

  • Purchaseoffice supplies

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

  • Prepareexpense reimbursements for guests, faculty, and students

  • Event planningfor guest speakers and lecture series

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

  • Update thedepartment website

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

  • Advertisefaculty positions in various publications and maintain each applicant'sfile

  • Prepare andprocess paperwork related to hiring new personnel

  • Work closelywith faculty on course scheduling

  • PrepareGraduate Award Forms (GAF’s) each semester

  • Processstudent payroll including stipends and teaching assistant assignments

  • Work closelywith the Chair of the Department

  • Problem solve

  • Additionalduties as assigned

Profile of an IdealCandidate:

  • High School Diploma orGED is required. Associate's Degree or Bachelor's Degree from anaccredited institution of higher education is preferred.

  • Strongorganizational & analytical skills

  • Resourcefuland detail-oriented

  • Excellentinterpersonal written & oral communications skills

  • Ability toplan, develop, and coordinate multiple projects

  • Ability towork both as a member of a team & independently

  • MicrosoftOffice proficiency (including Word and Excel

  • Adobe professional experience is a plus

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: 12310 - Germanic and Slavic

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

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