Vanderbilt University Administrative Assistant II in Nashville, Tennessee

Administrative Assistant II (Job Number: 1900293)


The Administrative Assistant II position will be an addition to the staff of the Basic Sciences at Vanderbilt University and will be a key individual contributor responsible for helping to streamline the functions of the Dean’s office. This position will interact with multiple executives and faculty members throughout the university and medical center, and will be a voice of efficiency and cooperation in that role. Reporting directly to the Dean’s Executive Assistant, the Administrative Assistant II will provide support to the Associate Deans, interface with the purchasing office, assist with compliance issues and act as point person for the Basic Sciences listservs.

Medicine comprising four academic departments, eight interdisciplinary centers, twenty-seven service core facilities, and the Office of Biomedical Research, Education, and Training. Our team of over 1000 faculty, fellows, students, and staff is making new discoveries every day - discoveries that enrich our understanding of biological processes and provide the foundation for new insights into the causes, prevention, diagnosis, and treatment of human diseases.

Duties and Responsibilities

The Administrative Assistant II will assist the Vanderbilt Basic Sciences Assistant Dean for Facilities, Infrastructure, and Risk Management in the following duties:

  • Manages calendar and emails

  • Manages quotes, prioritizing renovation requests, updatingprojects and documenting them in TRELLO (a web-based project managementapplication)

  • Manages MRB3 door access requests, notify personnel in ourfacilities of outages in the buildings, schedule custodial services for allBasic Science offices and laboratories

  • Places requisitions for renovation purchases/document POsin TRELLO

  • Schedules moving companies

  • Manages list of assets in EXCEL

Other responsibilities will include assisting the Associate Dean’s and other Office Staff Members with the following tasks:

  • Supports the Awards Committee Chair, assists the AssociateDeans with Conflict of Interest/Compliance issues as well as schedulingmeetings of the Compliance committees

  • Also supports the Faculty Director of UndergraduateImmersion for the Basic Sciences, initially, although this is expected to bereduced over time

  • Assists the Associate Dean for Research with organizing theBasic Sciences Conflict of Interest (COI) review process

  • Assists the Associate Dean for Research with MonitoringFaculty COI Compliance

  • Assists the Associate Dean for Research with collecting andorganizing proposals, with setting up review sessions and with administrationof the various funding programs run through the Office of the Dean for BasicSciences (Bridge and Realignment grants, JumpStart grants, Cores Development grants, Faculty Rewards Program, etc.)

  • Assists the Associate Dean for Research with collecting andorganizing documents for the NIH S10 and NSF MRI grant programs, as well as anyother special extramural grant programs for which the involvement of the Officeof the Dean of Basic Sciences is involved

  • Assists the Associate Dean for Research with organizingdata for reports related to our internal grants and matching funds programs

  • Works cooperatively with other Administrative Assistants inthe Dean’s Office to help cover essential scheduling and other tasks when theyare absent or when extra help is needed for special projects

Profile of an Ideal Candidate

  • A Bachelor’s degreefrom an accredited institution of higher education is necessary

  • A Master’s degree froman accredited institution of higher education is preferred

  • Strong ability tomulti-task is necessary

  • Excellent clericalorganizational skills are necessary

  • Excellent verbal andwritten communications skills are necessary

  • Experience working withMicrosoft Excel is necessary

  • Ability to work in ateam-oriented environment is necessary

  • At least 3 years ofprevious experience in an academic environment is strongly preferred

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 VUBenefits Overview at .

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students 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. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #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.”

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: 18200 - Basic Sciences: Office of the Dean

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

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

© Vanderbilt University · Nashville, Tennessee 37240