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Vanderbilt University Administrative Assistant II (Basic Science Research) in Nashville, Tennessee

Administrative Assistant II (Basic Science Research) (Job Number: 1900509)


The Administrative Assistant II will serve primarily as the main point of contact for faculty who need assistance in filing administrative reports to central administration, booking travel for external recruits and back up procurer. Additionally, they will help with general administration within the Pod.

Basic Science Research Administrative Pod 2 is a group of professionals who provide administrative support to the following departments and centers: Biochemistry Department, Cell & Developmental Biology Department, Center for Stem Cell Biology, Center for Structural Biology, Mass Spectrometry Research Center, Quantitative Structural Biology Center and Vanderbilt Institute of Chemical Biology. Pod 2 is comprised of three teams, each with expertise focused in one of the following areas: sponsored research (pre- and post-award), finance, and HR.

Duties and responsibilities

  • Field, assign as needed and work with faculty to prepare expense reports, making sure to comply with all business and travel policies and regulations. Be primary point of contact for One Cards, help with expense reports, sends out reminders to faculty. Monitor reports for Central Administration and take appropriate action.

  • Obtains Guest Travel Coordinator designation in order to book travel and conference registrations as needed for designated individuals to potentially include guests and non-VU employees. Stay up to date on all policy and regulatory issues.

  • Becomes trained in Procurement and serve as a backup if needed.

  • Manages keys: key distribution and return process, tracking log, organization and inventory of keys, order new and replacement keys as needed.

  • Other duties as assigned.

Profile ofan Ideal Candidate

  • A high school diploma is necessary.

  • An Associate’s degree from an accredited institution of higher education is preferred.

  • At least three years of experience assisting faculty and management is required.

  • Excellent Microsoft Suite skills with advanced skills in Excel are required.

  • Experience with booking travel, understanding and enforcing policies is preferred.

  • Exceptional attention to detail is necessary.

  • Ability to work with all types of people is necessary.

  • Articulate with excellent oral and written communication skills is necessary.

  • Ability to work well under pressure is necessary.

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.

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 2018 (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: 18210 - Basic Science Administration Pod 2

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

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

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