Job Information
Vanderbilt University Senior Administrative Assistant, Law School Dean's Office in Nashville, Tennessee
Job Description
The Senior Administrative Assistant is part of the Dean’s Office in the Law School at Vanderbilt University and is a key individual contributor responsible for providing support to the Dean’s Office in varying administrative capacities; exercising independent judgment; working independently and as a team; and demonstration of a basic knowledge of university policies and procedures.
Vanderbilt Law School is among the nation’s leading law schools. The faculty and staff at Vanderbilt Law School work hard to model, in every class and every program, the best practices in teaching law. The Dean’s Office upholds these high standards through demonstrating outstanding work ethics and serving as a leader by providing consistent, courteous, and professional service to all faculty, staff, students, and visitors. In addition to providing administrative support to the dean, associate dean for academic affairs, associate dean for research, and the assistant dean for finance, the Dean’s Office oversees the planning and production of law school events; acts as a liaison between the law school and the central administration of the university; and helps facilitate the recruitment, retention, and professional growth of the law school faculty.
Duties and Responsibilities
Administrative Support for Faculty Appointments Committee(s)
Assist with assembling of Faculty Recruitment candidates’ information, including data entry on SharePoint, copying, preparing binders, and maintaining hard copy files.
Assist with arranging and coordinating meetings, workshops, job talks and social interactions with small faculty groups (involving catering details, email invitations, room scheduling, preparation of agendas, etc.).
Assist with coordinating complex travel arrangements for candidates involving travel agencies, airlines, hotel and restaurant arrangements, arrangements with realtors, and other community-based details and process related expenses.
Administrative Support for Associate Dean for Research
Provide administrative support for
Organizational needs, maintain calendars, arrange appointments and coordinate complex meeting schedules;
Travel coordination, including researching travel options and creating travel binders and itineraries;
Processing expense reports and reimbursements;
Handling written correspondence including drafting, formatting, proofreading, editing, and distribution.
Provide support for the associate deans’ participation in external committees or professional associations/organizations.
Administrative Support for the Office of Diversity, Equity, and Community (DEC)
Serve as primary administrative support for Office of DEC.
Coordinate the Dean’s Lecture Series including but not limited to: Assist in securing dates for all selected speakers; Handle all travel logistics and reimbursements for speakers; Manage website and email event promotions; Handle catering orders; Serve as event-day lead and on-site support for lecturer, participating faculty, AV, and event photographer.
Free Expression and Civil Discourse Working Group & Events: Schedule regular meetings (monthly preferred) between working group of 13 stakeholders; Take minutes; Execute on action items; Provide logistical support for related events.
Manage the annual $20,000 budget for Diversity, Equity, and Community programming.
Event Coordination
Coordinate Dean’s Office faculty events and special programming (i.e., Dean’s Lunch Program, Faculty Workshop Program, Faculty Meetings, Faculty Lunches, Program Director meetings and other faculty social events).
Coordinate logistical details and manage communications for the above events including: agenda/meeting minute distribution, room reservations, catering, travel arrangements, restaurant arrangements, speaker itineraries, posters and flyers.
Record, monitor, and resolve discrepancies associated with the above events to stay within specified event/program budgets.
Serve as a One Card holder. Process expenses and submit payment requests to Law School Finance & Administrative Services Office for program activities.
Run errands, including offsite, as needed related to preparation for events.
General Dean’s Office Assistance
Receive from DAR and prepare alumni gift acknowledgment letters and class notes for Dean’s signature; scan; e-mail; etc.
Manage birthday list and Deans’ calendar and obtain Dean’s signature on cards for monthly mailings.
Assist with preparation and delivery of faculty meeting materials.
Manage process of collecting and compiling information and preparing binders for annual Faculty Annual Reports, Summer Grant Requests, and Leave Requests.
Revamp, create and maintain various filing systems as needed.
Serve as a courier, as needed.
Dean’s Travel Assistance
Research hotel options; construct and print directions from MapQuest/Google Maps.
Prepare, revise, and proofread itinerary details.
Prepare travel packets and maintain hard copies of travel information on file.
Assist with expense processing (assemble and scan receipts, summarize and tally expenses, etc.).
Special Projects
- Conduct research, compile data, and summarize findings for special projects according to general
instruction.
Search peer law schools for current law review submissions data; and update Law Review submissions excel worksheet by first week in February for distribution to law faculty (once a year).
Conduct internet research for alumni bios and meeting participants for the Dean using established search engine guidelines.
Update and maintain contact information for College Mailing Directory excel database.
Qualifications
Bachelor’s degree is necessary.
Minimum of 3 years of relevant experience is necessary.
Advanced proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint) is necessary.
Ability to handle highly confidential materials and strong organizational and prioritization skills are necessary.
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.