Vanderbilt University Assistant to the Director of Undergraduate Admissions in Nashville, Tennessee

Assistant to the Director of Undergraduate Admissions (Job Number: 1900013)

Description

Position Summary

The Assistant to the Director of Undergraduate Admissions is part of the Office of Undergraduate Admissions at Vanderbilt University and is a key individual contributor responsible for managing the day-to-day administrative and secretarial support activities of the office and supervises support staff and students. This position provides operational coordination, administrative support, and project management. Reporting directly to the Director, the Assistant to the Director of Undergraduate Admissions serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of issues.

The Assistant to the Director will function as the Director's trusted aide, liaison and representative in professional and organizational matters. The position provides and/or oversees the provision of staff support to the office, to include handling walk-in and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of administrative support.

About the Work Unit

The Office of Undergraduate Admissions is comprised of a team including the Director of Undergraduate Admissions, a staff of admissions officers and support staff engaged in marketing Vanderbilt, and the recruitment, evaluation and selection of undergraduate students to Vanderbilt University. In the most recent cycle, the OUA team conducted programming and events that welcomed 43,000+ guests to campus, travelled domestically and abroad to conduct high school visits, speaking engagements and attend college fairs to promote Vanderbilt, and evaluated more than 34,300 applications for admission, selecting candidates for the College of Arts & Science, the School of Engineering, Peabody College of Education and Human Development and the Blair School of Music. The office communicates systematically to hundreds of thousands of prospective students in promoting the university through traditional printed publications, the web, and other social media channels, and serves as first point of contact for members of the public interested in VU.

Duties and Responsibilities

Supports the Director of Undergraduate Admissions

  • Develops, prepares, and/orcomposes responses to correspondence requiring research, judgment anddiscretion; routinely writes, edits, and submits materials forinternal/external communication for the Director.

  • Responsible for schedulingappointments which may include the Director’s calendar.

  • Creates presentations usingPowerPoint, Excel, Word, and other appropriate tools.

  • Answers phones, responds toinquiries, screens calls, and handles related issues that come to theDirector's phone.

  • Supports Senior AssociateDirectors of Undergraduate Admissions, as instructed by the Director.

Supervises Office of Undergraduate Admissions (OUA) clerical staff and student employees

  • Manages schedules and approvestimesheets for two full-time, non-exempt receptionists.

  • Interviews, hires, managesschedules and approves timesheets for 30+ OUA student workers.

  • Works with Visitor ServicesTeam to insure staff coverage for all office functions and OUA events.

Performs clerical and office management functions

  • Assigns on-call and groupinformation sessions to admissions officers on a regularly scheduled basis.

  • Holds and manages an officeOneCard to be used in the general support of the office.

  • Greets visitors to theDirector's office and provides the highest level of professional service.

Takes initiative to resolve some issues when appropriate

Profile of an Ideal Candidate

  • A Bachelor’s degree from anaccredited institution of higher education is necessary.

  • At least 5 years of directlycomparable experience is necessary.

  • Strong interpersonal andcommunication skills and the ability to work effectively with a wide range ofconstituencies in a diverse community is necessary.

  • Records maintenance skills arepreferred.

  • Ability to use independentjudgment and to manage and impart confidential information is necessary.

  • Skill in examining andre-engineering operations and procedures, formulating policy, and developingand implementing new strategies and procedures is preferred.

  • Ability to analyze and solveproblems is preferred.

  • Conflict resolution and/ormediation skills are preferred.

  • Word processing and/or dataentry skills are preferred.

  • Skills in the use of databasemanagement, word processing, spreadsheet, and/or presentation software arepreferred.

  • Organizing and coordinatingskills are preferred.

  • Effective verbal and writtencommunication skills 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 VUBenefits Overview at https://hr.vanderbilt.edu/benefits/6.1.17BenefitsOverview-Candidate-.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: 26100 - Undergraduate Admissions

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

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