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Vanderbilt University Administrative Assistant I in Nashville, Tennessee

Administrative Assistant I (Job Number: 1900980)


The Administrative Assistant is a key individual contributor responsible for managing the day-to-day administrative support activities of the Office of Immersion Resources (OIR). Reporting to the Associate Director of the OIR, the Administrative Assistant serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external groups on a range of issues. This position requires a high level of skill in customer service while coordinating multiple activities in support of a busy office.

The Administrative Assistant will manage walk-in and phone interactions; manage the Immersion email account and office calendar; assist the associate director with maintaining student worker calendars; update the opportunity database; screen and respond to incoming correspondence; handle day-to-day problems and situations; and provide administrative and project support, as needed, to all staff in the OIR.

Immersion Vanderbilt calls for each undergraduate student to participate in an intensive learning experience that takes place in and beyond the classroom and culminates in the creation of a final project. Immersion Vanderbilt requires campus wide involvement from all schools and colleges. The Office of Immersion Resources (OIR) synchronizes efforts across campus, providing central support and communication so that students and faculty have the resources they need.

Duties and Responsibilities

  • Serve as primary pointof contact at the front desk in the Office of Immersion Resources (OIR),greeting all visitors with courtesy and respect. The office is open 8:00-5:00, Monday through Friday.

  • Assist students andstaff with appointment scheduling, coordinate the flow of students duringwalk-in periods, and maintain OIR calendar.

  • Answer the OIR’s mainphone line; respond to or delegate emails in the Immersion email inbox.

  • Process incoming andoutgoing mail, FedEx, and UPS.

  • Serve as the mainoffice liaison to the maintenance department, the IT department, the securityaccess department, phone system, and the purchasing department. Coordinate themailing and shipping for the office. Keep OIR open during special eventprogramming.

  • Assist withImmersionHub account approval process (for students and faculty/staff) as wellas opportunities database entries and data entry.

  • Assist DIVE team withadministrative needs.

  • Place orders for officesupplies using Procurement System. Initiate systems input for disbursements andpayment requests, and reconcile procurement card monthly.

  • Manage inventories foroffice and kitchen supplies.

  • Assist with eventshosted by the OIR.

  • Other duties asassigned.

Profile of an Ideal Candidate

  • A high school diplomaor GED is necessary.

  • A bachelor’s degreefrom an accredited institution of higher education is preferred.

  • At least 3 years ofdirectly comparable experience is necessary.

  • Prior experience atVanderbilt University is preferred.

  • Strong interpersonaland communication skills and the ability to work effectively with a wide rangeof constituencies in a diverse community is necessary.

  • Ability to useindependent judgment and to manage and impart confidential information isnecessary.

  • Ability to work formultiple constituents is necessary.

  • Word processing and/ordata entry skills are necessary.

  • Organizing andcoordinating skills are necessary.

  • Effective communicationskills are necessary.

  • Records maintenanceskills are necessary.

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 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).

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.

Primary Location: United States-Tennessee-Nashville

Organization: 25500 - Immersion

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

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