Vanderbilt University Senior Assistant in Nashville, Tennessee

Senior Assistant (Job Number: 1802016)

Description

Position Summary

The Senior Assistant is a key individual contributor responsible for managing the day-to-day administrative support activities of the Vanderbilt University Press. Reporting to the Director of the Press, the Senior Assistant serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external groups on a range of issues. This position requires a high level of skill in customer service while coordinating multiple activities in support of a busy office.

The Senior Assistant will manage walk-in and phone interactions; oversee organization and distribution of books and related materials; maintain records on authors and reviewers; update the publicity database; maintain calendars and manage travel arrangements of the Director; screen and respond to incoming correspondence; handle day-to-day problems and situations; and provide administrative and project support, as needed, to all staff in the Vanderbilt University Press.

Dutiesand Responsibilities

  • Perform dutiesincluding answering phones, responding to phone/in person/email inquiries,filing, screening calls, and handling related issues.

  • Takeinitiative to resolve issues, or use knowledge of senior staff members,and other university departments, to engage for issue resolution whenappropriate.

  • Compose anddraft letters and other formal correspondence.

  • Providegeneral office management and clerical assistance with mailings,photocopying, printing documents, filing, and maintaining file records byusing and maintaining office equipment including Copier/printserver/scanner. Maintain paper and electronic files of a sensitive natureincluding application and personnel files. Review policies and processesand recommend changes as appropriate.

  • UtilizeMicrosoft Outlook Email and Calendar applications, Excel, and PowerPointin support of University Press activities. Develop spreadsheets, gatherappropriate information, query databases and update records whennecessary. Manage calendars of recurring, ad-hoc and committee meetingswith internal and external participants. Manage calendar of PressDirector.

  • Learn andutilize new technology with a goal toward maintaining the office websiteand data systems.

  • Processincoming and outgoing mail, FedEx and UPS.

  • Place ordersfor office supplies using Procurement System. Initiate systems input fordisbursements and payment requests, and reconcile procurement cardmonthly.

  • Manageinventories for office and kitchen supplies.

  • Greet visitorsand guests to the University Press and provide the highest level ofprofessional service.

  • Assist withevents hosted by the University Press.

  • Other dutiesas assigned.

Profile of an Ideal Candidate

  • A high school diploma or GEDand 8 years of experience or the equivalent is necessary.

  • At least 5years of directly comparable experience is necessary.

  • Priorexperience at Vanderbilt University is preferred.

  • Stronginterpersonal and communication skills and the ability to work effectivelywith a wide range of constituencies in a diverse community is necessary.

  • Ability to useindependent judgment and to manage and impart confidentialinformation is necessary.

  • Ability towork for multiple constituents isnecessary.

  • Wordprocessing and/or data entry skills arenecessary.

  • Organizing andcoordinating skills are necessary.

  • Effectivecommunication skills are necessary.

  • Recordsmaintenance skills are necessary

AboutVanderbilt 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/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: 25200 - University Press

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

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