Vanderbilt University Jobs

The Administrative Assistant is a part of the Office of the General Counsel at Vanderbilt University and supports the office and team by supporting Senior Director level leadership in Risk and Insurance Management and University Compliance Services. Core responsibilities include conference room scheduling, calendar management, project management, copy editing and formatting presentations, reports, memorandums and proposals and other administrative tasks, as needed.

The Office of the General Counsel (OGC) provides legal advice, risk advising, and services to all Vanderbilt University departments. The OGC commits to agile service delivery aligned with the university's mission, priorities, and needs. All university legal matters, conflicts of interest and commitment, youth protection, internal audit, compliance services and risk and insurance management services are managed by the Office of the General Counsel.

Duties and Responsibilities

Leadership Support (Primary)

• Schedule meetings and reserve space as requested.

• Manage calendars of two senior director level staff within University Compliance Services and Risk & Insurance Management.

• Providing calendaring, meeting scheduling and coordination, and editing documents and general project management.

Administrative Support (Primary)

• Organize project and routine departmental documents.

• Maintain recurring tasks and files including:

• Reports

• Professional development documentation

• Meeting minutes

• Project Schedules/Task Progress Reports

• Manage project deadlines by reminding team members of upcoming deadlines, milestones etc.

• Ensure that project/work unit related information is organized and accessible to team members and stakeholders; upload materials to document management system as needed.

• Develop relationships with Vanderbilt staff to deliver well-organized outcomes; make meaningful contributions to and represent the Vice Chancellor and OGC appropriately and professionally.

• Facilitate and encourage process improvements for the department.

• Maintain a current understanding of technologies implemented in the OGC as well as university technologies; always striving to learn new skills and promote the capabilities of the technology.

• Attend meetings and detail any action items to the appropriate resources post-meeting.

Director Level Support (Secondary)

• Risk and Insurance Management

• Support the director level positions in the Risk Management office, providing calendaring, meeting scheduling, coordination, and minutes as requested.

• Assist in creating, sharing, and updating reports, memorandums, schedules of insurance, and presentations.

• Conflict of Interest

• Support the director and associate director of the Office of Conflict of Interest and Commitment Management (COI), providing calendaring, meeting scheduling and coordination, and editing documents and training presentations.

• Assist with monthly University Conflicts Committee meetings, requesting and tracking RSVPs to determine quorum, taking notes at meetings, reviewing audio recordings, and transcribing draft minutes.

• Assist with COI disclosure process, emailing non-compliant individuals or departments regarding late disclosures, and completing data entry of paper disclosure forms.

• Youth Protection

• Support the director providing calendaring, meeting scheduling, coordination, and minutes as requested.

• Assist in creating, sharing, and updating scheduled and ad hoc reports for youth protection policy as requested

• Monitor the protection of minors email box and respond to FAQs or escalate as appropriate.

Qualifications

• A high school diploma is required. A bachelor’s degree from an accredited institution of higher education is preferred.

• At least 5 years of administrative assistant experience is required.

• Previous administrative experience with institutions of higher education or a corporation is required.

• Outstanding interpersonal communication and collaborations skills to work effectively with a wide group of audiences including faculty, students, leadership, alumni, community groups, and law firms is required.

• Utmost adherence to confidentiality and business ethics; demonstrated outstanding judgment and discretion is required.

• Meticulous attention to detail is required.

• Thorough working knowledge and expertise of Microsoft Office suite of products is required.

• Demonstrated ability to work in a collaborative team environment is required.

• Willingness to proactively support change and rapidly learn new skills when the situation demands is required.

• Ability to take initiative, multi-task, get things done as the situation demands and work well under pressure is required.

• Resourceful and resilient; comfortable operating in a challenging and modern business environment is required.

• Honesty, with the highest personal and professional integrity is required.

• Project management experience

• Experience in a legal office is preferred.

• Interest in broadening their knowledge of systems and processes to proactively increase their knowledge of law, operations, the OGC and Vanderbilt University to become a trusted advisor to the OGC team is strongly preferred.

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Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.