Vanderbilt University Administrative Assistant II in Nashville, Tennessee

Administrative Assistant II (Job Number: 1900308)


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 interface with multiple executives and faculty members throughout the university and medical center, as well as the Assistants to the Chairs, and the staff of Faculty Affairs in the Office of the Provost, as well as the office of Faculty Affairs in the Vanderbilt University Medical Center. Reporting directly to the Dean’s Executive Assistant, the Administrative Assistant II will provide support to the Associate Dean for Faculty Development, interface with the finance office, and will be the point person for special events.

Vanderbilt Basic Sciences is a tightly integrated research and education division within the School of 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

  • Schedules meetings thatinclude the Dean or Associate Deans with groups of faculty, staff, or visitorsafter identifying appropriate dates, as needed, with the Executive Assistant

  • Makes arrangements forvisitors (including travel, hotel, and dinner plans)

  • Provides meetingsupport (scheduling faculty attendance, refreshments, meeting locations)

  • Organizes and supportsspecial events (workshops, board meetings)

  • Initiates and completesreimbursement requests for Dean and Associate/Assistant Deans

  • Submits requisitionsfor Dean’ office

  • Preparescorrespondence, spreadsheets and slide presentations

  • Schedule classroom andconference room calendars, kitchen usage

  • Maintains all officesupply inventories, including paper products for three printer/copy machines, andall beverage and coffee supplies

  • Other responsibilitieswill include assisting the Chief budget officer with calendar maintenance, andproviding miscellaneous assistance to other office staff members as needed

Profile of an Ideal Candidate

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

  • Ability to multi-taskis necessary

  • Excellent clerical andorganizational skills are necessary

  • Strong andcommunication skills (both written and verbal) are necessary

  • Ability to perform in ateam-oriented environment is necessary

  • Experienced inMicrosoft Office to include Power Point (particularly slide creation), Word andExcel is necessary

  • At least 3 years ofexperience 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