Administrative Specialist, Buttrick Hall

1 week ago

Nashville, Tennessee, United States Vanderbilt University Full time
Job Description

The Administrative Specialist is located in Buttrick Hall in the College of Arts & Science at Vanderbilt University and is responsible for the administrative functions of the undergraduate programs. The Administrative Specialist will report directly to the Administrative Coordinator and will work closely with department Chairs and the Directors of Undergraduate Studies in Buttrick Hall. This position will engage with a wide range of colleagues (faculty, staff, and students), in various areas and central offices. This role requires problem-solving skills and the ability to take responsibility for the success of various tasks and projects. The position requires a thorough understanding of University policies and procedures.

About the Building:

Buttrick Hall is comprised of seven departments including African American & Diaspora Studies, American Studies, Asian Studies, Cinema & Media Arts, European Studies, Gender & Sexuality Studies, and Jewish Studies. Buttrick Hall has many full-time faculty members that teach an array of courses, and work extensively on research projects. The Departments host several lecture series with prestigious guests throughout the academic year, as well as various workshops and seminars.

Duties and Responsibilities:

Undergraduate Program support (10%)
  • Manages enrollment functions via Peoplesoft
  • Processes end of the year prizes/awards for undergraduate students
  • Maintains the major and minor department listservs for undergraduate programs
  • Works closely with the Directors of Undergraduate Studies (DUS) in each academic department
  • Tracks undergraduate data for the Directors of Undergraduate Studies in each area
  • May assist with SACS reports for the undergraduate programs
  • Processes major/minor declarations, advisor assignments and other forms and inquiries such as independent study and grade changes
  • Supports programming as needed
Course Scheduling (20%)
  • Collects scheduling information for the undergraduate programs for each semester and summer sessions
  • Enters large complex schedules in CPI (coordinating special cases such as cross-listings, eligibility for other majors, new courses, etc.)
  • Updates course/instructor information as needed
  • Reviews and proofs academic schedules on YES and works with Academic Services and the URO on changes
  • Submits TA/Course Assistant/Course Coordinator/Grader assignments to A&S and the URO to establish access to VU information systems
  • Manages classroom assignments and requests working closely with the Office of Academic Services
Events (30%):
  • Assist the Administrative Coordinator with planning and coordinating on-campus and off-campus events for Buttrick Hall programs:
    • Coordinate events for department guest speakers, lecture series, and symposiums.
    • Organize catering and other event details (set-up, dcor, clean-up, etc.)
    • Book travel for guests and arrange itineraries (ground transportation, meals, meetings etc.)
    • Advertise events (posters, listserv announcements, calendar updates etc.)
    • Work with Event Services and make room reservations, AV specialists, etc.
Administrative Duties (40%)
  • Assists the Administrative Team and Department Chairs with special projects and requests
  • Hires and supervises undergraduate student workers - including approval of timecards
  • Supervises administrative tasks as needed, such as copy jobs, printing, department mailings, etc. delegating to student workers when necessary
  • Provides knowledge and support for Oracle users (faculty, staff, students)
  • Distributes communications and announcements, as applicable
  • Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and guests
  • Facilities and maintenance requests for all departments
  • Additional duties as assigned by Administrative Coordinator and Administrative Manager
Supervisory Relationships:

The Administrative Specialist has supervisory responsibility over the undergraduate student assistants. The position will report administratively & functionally to the Administrative Coordinator.

Education and Certifications:
  • A Bachelor's degree from an accredited institution of higher education is preferred.
Qualifications:
  • Experience working in a higher education/academic setting is preferred.
  • Strong interpersonal communication skills are necessary.
  • Demonstrated ability to take responsibility for projects, and to work independently and collaboratively is necessary.
  • Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
  • Strong organizational skills including attention to detail are necessary.
  • The ability to analyze problems and to develop effective solutions in a timely manner is necessary.
  • Knowledge of University policies, processes, and procedures is preferred.
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 employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

About Us

Vanderbilt is a community of talented and diverse staff & faculty
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
  • Working and growing together as a community of communities... we are One Vanderbilt.
  • Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
  • Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.

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.

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