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Vanderbilt University Senior Administrative Specialist - Division of Administration (DofA) in Nashville, Tennessee

Senior Administrative Specialist - Division of Administration (DofA) (Job Number: 1901088)


The Senior Administrative Specialist is part of the Division of Administration at Vanderbilt University and is a key contributor responsible for administrative support to the Division of Administration departments located on Baker Building 11 th floor including Business Services Administrative, Associate Vice Chancellor for Facilities, Real Estate and Mobility. This position performs complex scheduling and calendar-related duties for two Associate Vice Chancellors and two Directors in the Division of Administration; and reports directly to the Chief of Staff for the Division of Administration. The Senior Administrative Specialist will assist with daily administrative office activities, complex calendar management, basic budget management, coordinate with department leaders across the division, basic event coordination, and other support duties.

The Division of Administration (DofA) exists to provide the infrastructure that makes Vanderbilt’s goals and mission possible. The division’s services touch each member of the Vanderbilt community, from Child & Family Centers to Dining, Public Safety to Facilities, Human Resources and more. The Division prides itself on providing quality service and collaboration. The Senior Executive Secretary will be a part of the Vice Chancellor Office team and provide support to key leaders in the division who report directly to the Vice Chancellor for Administration. While each of the leaders the Senior Executive Secretary will assist oversee a different area of the division (including facilities, business services, and mobility), they are co-located in a similar space, which articulates the emphasis on cross-collaboration and teamwork.

Duties and responsibilities

  • Serves as main receptionist for Division of Administration departments located on Baker Building 11th floor.

  • Processes incoming and outgoing mail.

  • Delivers mail and signature forms to the appropriate location as directed by department.

  • Inventory of supplies are checked weekly and supplies ordered as needed. Includes purchasing office supplies, refreshments, kitchen supplies, minor office equipment, and initiating VUIT requisitions.

  • Receives and restocks supplies upon arrival.

  • Ensures tidiness/working order of work rooms and kitchens.

  • Coordinates maintenance requisitions for office equipment and facilities

  • Monitors and orders copier supplies

  • Maintains calendar for two Associate Vice Chancellors (Associate Vice Chancellor/Chief Facilities Officer, and Associate Vice Chancellor for Business Services). Includes calendar management for individual and group calendars, and organizing large meetings for Associate Vice Chancellors or their delegates. This requires coordination with other assistants and schedulers on campus, and strong attention to detail

  • Coordinate various meetings for two Directors (Director of Real Estate, and Executive Director of Mobility) Sets up monthly and quarterly Real Estate meetings coordinating calendars with outside vendors. Includes establishing complex group meetings for both Directors, both internally and with external consultants, as a part of major campus initiatives.

  • Assists with room set-up for various meetings including coordination with audio-visual equipment in coordination with Vanderbilt Information Technology, as well as catering for major meetings and events as needed

  • Maintains calendars for Division of Administration conference rooms on Baker Building 11th floor

  • Manages staff break room cleaning calendar

  • Performs travel bookings via Concur system for Associate Vice Chancellors

  • Acts as One Card trustee; performs transaction reconciliation and completes monthly expense reports

  • Assisting with recruitment searches, travel and interview schedules

  • Facilitating and coordinating office moves and setups

  • Coordinates employee morale activities

  • Coordinates lunch for various meetings including meetings for Facilities personnel, working hand-in-hand with Senior Executive Secretary of Facilities

  • Assists with correspondence to outside vendors for Associate Vice Chancellor for Facilities

  • Collects monthly out-of-office information from direct reports for Associate Vice Chancellor for Facilities

  • Carries out communication between Chief Facilities office and direct reports, as needed

  • Maintains Business Services personnel contact lists

  • Assists with scheduling matters for Facilities leadership team (setting individual and group meetings)

  • Assists with meeting notes for Facilities leadership team

Profile of an Ideal Candidate

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

  • At least four years of relevant work experience is necessary.

  • Working knowledge of Outlook, Word, Excel, Adobe Acrobat is necessary.

  • Strong organization skills with an emphasis on managing multiple tasks and proven capabilities to meet deadline is necessary.

  • Effective oral and written communication skills is necessary.

  • Excellent customer service skills is necessary.

  • Experience managing multiple calendars and/or complex calendars is preferred.

About Vanderbilt Benefits

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.

About Vanderbilt University

Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, 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. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).

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: 35000 - Administration: Office of the Vice Chancellor

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

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