Vanderbilt University Administrative Asst II in Nashville, Tennessee

Administrative Asst II (Job Number: 1801759)

Description

The Administrative Assistant is part of the Office of Community, Neighborhood, and Government Relations at Vanderbilt University and is a key individual contributor responsible for performing a variety of administrative and staff support duties for the Office, which require a range of skills and a knowledge of organizational policies and procedures. The position assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Reporting to the Assistant Vice Chancellor, the Administrative Assistant interacts with faculty, staff, students, and internal/external stakeholders.

The Office of Community, Neighborhood, and Government Relations (CNGR) sustains Vanderbilt's relationships with the community. We work with students, faculty, staff, and administration throughout the university to promote policy initiatives and to leverage Vanderbilt resources. As a public access point for the community, we are both proactive and responsive in supporting Vanderbilt's mission of teaching, research, public service and health care initiatives.

Duties andresponsibilities

Assist the Assistant Vice Chancellor and Directors with Community, Neighborhood and Local Government with Strategic Meetings, Events and Programs.

  • Assistsin the planning, coordination and execution of ongoing meetings, events andevents that help connect Vanderbilt to the neighboring community, local governmentand non-profit organizations across Nashville.

  • Communicateswith all program/event participants regarding day, time, location, parking,etc.

  • Identifies,researches, selects and schedules with the facilities and needed accommodationsnecessary for the event, program and or meeting.

  • Plansand coordinates audio/visual assistance.

  • Coordinatesparking assistance for events.

  • Ordersand secures refreshments/box lunches etc.

  • Provideson-site program support.

  • Makeon-site decisions to resolve problems brought forth by participants, suppliersand vendors.

  • Createsand analyzes evaluation tools.

  • Providesfeedback to division regarding observations of the programs.

  • Maintainsconfirmation list for events.

  • Createsreports for Community Contributions Impact Fund.

  • Managesprogram email accounts.

  • Createsand compiles data for program, event, meeting evaluations/surveys.

  • Preparesand sends correspondence to staff, invitees etc.

  • Researchesand prepares list of all summer camps on campus for the CNGR website.

  • Coordinatesall School Donation Requests.

  • Servesas the main contact for the TPAC Corporate Saver for Vanderbilt discounts atTPAC events.

  • Includesresponsibility to prepare a communication to be sent to the university community

  • Assistswith the Speakers Bureau by responding to external calls and requests forVanderbilt faculty and staff speakers on a variety of topics; tasks includelocating speakers and matching the speaker to the request.

 Marketing and Communication

  • Gathersand helps prepare drafts and text for marketing materials.

  • Distributesmarketing materials that include notices, letters to neighbors and otherconstituents to Nashville and surrounding communities.

  • Distributionwill include use of Emma, Eventbrite, Mail chimp, US Mail, e-mail, handdelivery and other letter communication tools.

Data Base Management

  • Maintainsall current and future Community and Local Government’s databases and lists.

  • Databasesto include: Community Contributions Impact Fund and County-by-Countydatabases. Lists to include, MetroCouncil, Holiday Card, TPAC and Food for Thought lists.

Financial Duties

  • AssistsDirectors with Expense Reports.

  • Actsas a Procurement Requestor for Division of Public Affairs.

  • Responsiblefor all purchase orders and non-PO payment requests for the Community ImpactFund and Local Government Relations.

  • Workswith the Business Unit Entity Approver and FUM to ensure CNGR stays withinbudget and follows financial guidelines.

  • Stayscurrent with training for Oracle system by attending weekly Procurementrequestor sessions.

General Office Support

  • Servesas the contact for building maintenance, contractors, and staff.

  • CoordinatesCNGR website updates with the Public Affairs Communications Coordinator.

  • Coordinatesmaintenance of copiers and contracts with RJ Young.

  • Maintainsand orders office supplies.

  • Assistswith maintaining the online conference room calendar, when needed.

  • Whenappropriate, coordinates IT support for staff.

  • Assistsstaff with filing of VU records.

  • Maintainsfront desk.

Manage Student Workers

  • Postsand interviews for Student Worker positions.

  • Workswith the HCM on getting student workers in the Vanderbilt system.

  • Managesthe student employee’s workflow; schedules and helps, when needed, as theconduit between the student and other staff.

SupervisoryRelationships

This position functionally supervises student employees within the Office; the position reports administratively and functionally to Assistant Vice Chancellor.

Profile of an Ideal Candidate

  • Ahigh school diploma or equivalent is necessary.

  • AnAssociate’s degree from an accredited institution of higher education ishighly preferred.

  • ABachelor’s degree from an accredited institution of higher education ispreferred.

  • Atleast two year of experience as an administrative assistant is necessary.

  • Experienceas an administrative assistant in a higher education environment ispreferred.

  • Knowledgeof supplies, equipment, and/or services ordering and inventory control isnecessary.

  • Abilityto communicate effectively, both orally and in writing is necessary.

  • Abilityto gather data, compile information, and prepare reports is necessary.

  • Recordsmaintenance skills are necessary.

  • Abilityto gather and analyze statistical data and generate reports is preferred.

  • Abilityto maintain calendars and schedule appointments is necessary.

  • Databasemanagement skills are preferred.

  • Abilityto analyze and solve problems is necessary.

  • Abilityto lead and train students is preferred.

  • Abilityto make administrative/procedural decisions and judgments is necessary.

  • Wordprocessing and/or data entry skills are necessary.

  • Abilityto create, compose, and edit written materials is necessary.

  • Organizingand coordinating skills are preferred.

  • Knowledgeof general accounting principles are preferred.

  • Abilityto record and transcribe meeting minutes is necessary.

  • Receptionistskills are necessary.

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 VU Benefits Overview at https://hr.vanderbilt.edu/benefits/2018-Benefits-Overview_Future-Employees.pdf .

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.”

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: 49400 - Community, Neighborhood, and Local Govt Rels

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

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