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Vanderbilt University Administrative Assistant I, Owen Graduate School of Management in Nashville, Tennessee

Administrative Assistant I, Owen Graduate School of Management (Job Number: 1901245)


The Faculty Administrative Assistant is part of the Finance and Administration team within the Owen Graduate School of Management at Vanderbilt University. This position provides academic, scholarship, and administrative support to multiple faculty members. Reporting directly to the Chief Business Officer the faculty administrative assistant interfaces with faculty, staff, and students in order to assist faculty members in accomplishing their teaching, publishing, and service goals. The Faculty Administrative Assistant will provide academic, scholarship, and administrative support to multiple faculty members and one academic program. The Administrative Assistant interfaces with faculty, staff, and students in order to assist faculty members in accomplishing their teaching, publishing, and service goals.

The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allows us to interact with students, faculty, alumni and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture – one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today’s connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves. The Finance & Administration office is dedicated to supporting our faculty, staff and students with their financial, human resource and administrative activities, including purchasing and payments, contracting, billing and collections, employment and payroll actions, and various administrative needs of the school.

Key Functions andExpected Performance

Perform as administrative assistant to assigned Owen GraduateSchool of Management professors.

  • Maintain facultycalendars, arrange appointments, and coordinate complex meeting schedules.

  • Assist in arrangingdomestic and international travel for assigned professors including assemblingand submitting passport and visa applications for international travel andfamiliarity with Concur (travel).

  • Process travel expenses,in a timely and accurate manner, to ensure prompt reimbursement according toinstitutional policy.

  • Assemble paymentrequests and procurement orders for Oracle ProcurementRequestors. Maintain documentation of research related expenditures;familiarity with university COA and POET numbers.

  • Handle incoming mail andcorrespondence; set up, organize, and maintain filing systems; and otherclerical assignments as needed.

  • Assist Academic LifeOffice with exam distribution, proctoring, and compiling of completed examsduring heavy exam period. Assist individual professors with grades,exam preparation, course evaluations, letters of recommendations and otherhighly sensitive student data and information.

  • Create and produceseating charts, photo index cards, attendance lists, or similar classroommaterials and/or PowerPoint slides for professional presentations at facultymember’s request.

  • Routine postings forfaculty (i.e., class assignments, faculty materials, or other information asneeded to Brightspace)

  • Assist in cross trainingand back-up support to other faculty support staff.

Event/Conference Planning

  • Coordinate complexmeeting/conferences/event logistics and program budgetary activities withFinance & Administrative Services including media services, printingservices, catering, travel agencies, airlines, hotel and restaurantarrangements, etc.

  • Assist with arrangementsand coordination for on-site conferences to ensure all participants, bothinternal and external, have a positive experience.


This position does not have supervisory responsibility; this position reports administratively and functionally to the Chief Business Officer.

Education andCertifications

Bachelor’s and 2 years of experience or the equivalent is preferred.

Experience and Skills

Ideal candidate will have experience in a higher education setting; strong written and verbal communication skills; attention to detail

About Vanderbilt University

Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the 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. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).

About Vanderbilt Benefits

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.

Commitment to Equity, Diversity andInclusion

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.

Primary Location: United States-Tennessee-Nashville

Organization: 20100 - Owen: Business Affairs

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

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