Vanderbilt University VTS - Assistant to the Chair in Nashville, Tennessee

VTS - Assistant to the Chair (Job Number: 1900076)


The Vanderbilt University School of Medicine Cell and Developmental Biology department is seeking a temporary Executive Assistant to support the Department Chair.

Duties and Responsibilities

Assist Department Chair

  • Generalcalendar watching, appointments, holds etc.; coordinate signatures; reschedulemeetings when overlaps have been introduced; maintain calendar meeting details.

  • Booktravel for conferences and invited speaking engagements internationally anddomestic under VU guidelines; prepare and submit expense reports in Oracle;maintain log of expenses and reimbursements in spreadsheet.

  • Coordinatesignatures on documents as needed.

Faculty Affairs

  • Reminderfor faculty meetings, develop agenda with Chair, request agenda items fromcommittee chairs.

  • Manageprocess and retain records for all faculty appointments within the department;work with Basic Science Faculty Affairs to renew appointments as needed.

Department Chair’s Lab

  • Assistas needed on post doc appointments, ordering through Oracle when needed,license renewals, etc.

Monday Seminar

  • Sendreminder of seminar on Monday; send notice of Monday’s seminar on Wednesdayprior.


  • Communicatewith speakers, gather CV and talk title develop flyer, book travel, send traveldetails to host; gather W-9, prepare and submit request for Honoria and anytravel reimbursements.

Website / Communications

  • Scanemail, reporter, and other news for CDB faculty for web/bulletin board; sendStephen Doster website news and updates weekly.


  • Makeconference room reservations as requested, checking for overlaps; print andpost weekly conference room reservations at each room, clean white boards andtables as needed.

  • Orderingas needed through Oracle, office supplies, Monday Seminar supplies, etc.

  • Supportfor Pod CBO as needed.

  • Callin any needed facility repairs or problems; coordinate with department ofSchool.

Travel / T&E / One Card

  • Categorize,allocate and add receipts to expenses in Oracle; book travel (flight, groundand hotel) as needed for department guests.

Profile of an Ideal Candidate

  • 2+years of Executive level Assistant experience

  • Musthave excellent written and verbal communication

  • Musthave professional experience with MS Word, MS Excel, MS Outlook, Multi-LinePhones, Copy/Filing, Mail/FedEx/UPS.

  • Priorknowledge of Vanderbilt University campus is preferred.

  • CustomerService experience

  • Musthave executive level experience with calendaring/scheduling.

  • Musthave executive level experience with coordinating travel arrangements.

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 2018 (Forbes).

Commitment to Equity, Diversity andInclusion

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: 18230 - Cell and Developmental Biology

Job: Temporary Positions

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

© Vanderbilt University · Nashville, Tennessee 37240