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Vanderbilt University Administrative Assistant II - School of Nursing (VUSN) in Nashville, Tennessee

Administrative Assistant II - School of Nursing (VUSN) (Job Number: 1900753)


The Administrative Assistant II will perform administrative duties of a complex and confidential nature in support of Research Faculty in the Center for Research Development and Scholarship. This position requires a person who is detail-oriented, possesses strong verbal and written communication skills and the ability to multi-task. The position also requires one to work well independently or on a team and be flexible. Must be willing to learn new programs and software to support faculty in their research endeavors.

With a history dating back to 1908, Vanderbilt University School of Nursing has a long-standing reputation for excellence in nursing teaching, practice, informatics and research. The school offers graduate level education in the Masters of Science in Nursing, Doctor of Nursing Practice and the Doctor of Philosophy* (*degree awarded thought the Graduate School).

VUSN is a community that welcomes staff, students, faculty and colleagues from many different professional and personal backgrounds. The vast diversity of thought and experience you will find here will not only enrich your work environment, it will also serve as a valuable foundation as you seek and fulfill your professional goals.

Duties and Responsibilities

  • Assistfaculty with manuscript preparation and submission:

  • Formatcontent and references according to journal-specific guidelines using EndNoteand Microsoft Word and PowerPoint programs.

  • UsePubMed and other online search engines to find and verify references.

  • UseEndNote to create/manage libraries and format citations/bibliographies.

  • Ensurepublications from NIH-supported projects are compliant with the NIH PublicAccess Policy. (Administrative Assistant II will receive training to use specificsoftware programs, i.e. EndNote.)

  • Assistfaculty with PowerPoint presentations:

  • Proofingand giving editorial suggestions for visual enhancements while working withinVanderbilt guidelines regarding logos, graphics, etc.

  • Assistfaculty with grant proposals:

  • Format,edit and proof grant proposals according to funder specifications anddeadlines.

  • Create/updatefaculty biosketches included in grant submissions.

  • Assistfaculty with CVs and Dossier Submissions

  • Update/maintainfaculty CV.

  • Assisttenure-track faculty with dossier preparation submitted for tenure review.

  • Assistwith faculty travel

  • Assistfaculty with obtaining approved travel authorizations prior to travelling.

  • Bookfaculty travel (flight, hotel, etc.) using CONCUR travel website.

  • Preparefaculty expense reports in CONCUR for reimbursement within allotted timeframe.

  • Ordernon-grant related supplies for faculty/office.

  • Occasionaldata entry for REDCap and SPSS projects

  • (AdministrativeAssistant II will receive training to use specific software programs, i.e.REDCap and SPSS.)

  • UseAdobe Professional to create and edit pdf files and forms (content provided).

  • Thoroughand careful proof reading on all outgoing correspondence and documents.

Profile of an Ideal Candidate

  • Associate’sdegree is required

  • 3-5years of experience in a similar position.

  • Excellentverbal and written communications skills

  • Meticulousattention to detail and organization

  • Thoroughworking knowledge of Microsoft Office programs (Word, Excel, PowerPoint, etc.)

  • Abilityto work well under pressure

  • Professionaland pleasant attitude with considerable tact, diplomacy and judgement ininteractions with faculty, staff and students

  • Demonstratedability to work in a team setting with a diverse array of people

  • Willingnessto rapidly learn new skills when the situation demands

  • Resourcefuland resilient

  • Abilityto effectively research necessary information

  • Comfortablewith new technological systems and upgrades as they arise

  • Abilityto prioritize and adjust timelines as needed

AboutVanderbilt 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: 19710 - Center for Research and Scholarly Development

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

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