Vanderbilt University Administrative Assistant II (University Library) in Nashville, Tennessee

Administrative Assistant II (University Library) (Job Number: 1801748)


In this role you will provide administrative oversight over a number of functions related to the Central and Divinity Libraries and the entire Heard Library system including: manage purchasing function, key contact point for one cards and travel system-wide, expenditure reconciliations, timekeeping review, HR data gathering, capital inventory contact point.

This position will also serve as back up for some of the functions and tasks of the Coordinator of Central Library facilities and mailroom services. These include receiving and processing requests and problems relating to building facilities and security concerns. It may also include helping compile and distribute reports about copy/printing functions for the Heard Library system.

Duties and Responsibilities:

  • In this role you will performadministrative, budget-related and personnel-related duties of a complexand confidential nature. Monitors, verifies and reconcilesexpenditures and revenue receipts for multiple centers, including bothoperating and restricted centers – including Central Library, DivinityLibrary, Library Administration, ILL. Manages cashdeposits for Central, ILL, and Administration.

  • This position manages facultyand dissertation student carrel assignments and renewals, including theannual lottery as needed.

  • Supports all purchasing andinvoicing related to inter-library loan operation, Central Library,Divinity Library, and Library Administration. Set up blanketbillings for other universities who borrow material throughILL. Process invoices against PO’s andblankets. Manage all invoices and billings related to copyrightclearance center on campus.

  • Supports the library’s HCMSpecialist as needed, particularly with library student workers.

  • Provide administrative supportfor all management members of the administrative suite.

  • Prepare doodle polls, schedulelarge meetings, greet visitors, etc.

Performs other administrative tasks related to Library Administration, such as:

  • Provides administrative supportfor directories and staff lists.

  • Cross-train and backup withExecutive Secretary for University Librarian.

  • Capital asset audit, spacesurvey audit, NALA consortium work, insurance reporting

  • Schedule/coordinate largemeeting events and catering when necessary

Profile of an IdealCandidate:

  • Bachelor’s Degree in a relatedfield, and three years of office management experience or equivalentexperience

  • Expert Excel, Word and PowerPoint skills are necessary

  • Prefer experience in a libraryor multi location operation

  • Experience with Oracle, orsimilar ERP systems is necessary

  • Familiarity with VanderbiltPolicies and Procedures is a plus

About Vanderbilt Benefits:

In addition to offering a lively community that encourages learning and celebrates diversity, VU 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

About Vanderbilt University:

Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU 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 that is 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 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 andprotected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 31110 - Library Administration

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

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