Administrative Coordinator, Housing
4 days ago
Position Summary:
The Administrative Coordinator, for Housing and Residential Experience (HRE) is positioned on the Administration team and provides high-level administrative and organization leadership for Housing and Residential Experience. This position reports to the Director of Administration and interacts regularly with HRE Directors and staff within Housing Assignments, Residential Experience, Housing Finance, and Housing Facilities to support various business and operational needs.
The Administrative Coordinator will manage needs of the HRE office suite, assist in recruiting and onboarding activities for new staff, maintain calendars, manage travel arrangements, and process procurement transactions for HRE departments as well as screen and respond to incoming correspondence, serve as primary contact to both internal and external constituents, prioritize and handle confidential requests for ongoing initiatives, and support effective workflow.
About the Work Unit:
Housing and Residential Experience houses over 90% of our undergraduate students. We seek to provide a safe, secure, comfortable, accessible and healthy housing for its residents. Programming for residents builds engaged communities in which students' social needs for belonging, friendship, recognition, respect and dignity are met. These communities foster learning, personal development, academic achievement, and successful transitions for both new students and graduates.
About Student Affairs at Vanderbilt:
Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University's mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student's sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Key Functions and Expected Performance:
Administrative Support for Associate Dean and HRE Leadership
- Manage and coordinate calendars including recurring, ad-hoc, and committee meetings with internal and external participants and supporting the work of committees overseen by the HRE Leadership.
- Work closely with Director of Administration to assist in preparing, editing, and distributing communications on behalf of the Associate Dean and HRE Directors to ensure Divisional communications protocols are followed and consistency of tone and style are maintained.
- Coordinate logistical details including preparing meeting agendas, scheduling space, organizing catering, and creating communications for division wide or larger scale HRE meetings and events.
- Schedule and maintain the calendars of meetings, events, and appointments with shifting priorities and deadlines; ensure meeting agendas, materials and logistics are professional and prepared.
- Coordinate recruiting activities for the division including communicating with candidates, scheduling interviews, preparing agendas, and gathering and organizing candidate feedback.
- Work closely with Administrative Assistant to manage the guest registration process in Anchor Link including completing approvals and notifications.
- Receive and triage incoming calls and emails from parents, campus partners, and students.
- Process confidential and sensitive information with the utmost discretion.
- Work closely with administrative support team in Student Affairs to ensure consistency of administrative processes and assist with Student Affairs administrative and staff initiatives as needed.
- Complete regularly occurring departmental purchases using the One Card and the Oracle Purchasing Module.
- Manage relationships, contract renewals, invoice approvals, and other procurement processes for vendors providing high dollar and/or high impact goods and services such as large-scale branding purchases, security, cell phones, and software.
- Assist student and professional staff with completing expense reports in Oracle for travel or other reimbursements.
- Serve as the Guest Travel Coordinator for HRE including organizing and booking all travel for candidates, guests, and visitors.
- Work closely with the Housing Finance Office to assist in training new administrative staff, and assisting existing support staff, with Oracle procurement and expense processes.
- Maintain an extensive understanding of Oracle Procurement and HCM processes and actively participate in ongoing Oracle training opportunities.
- Manage the department email inbox, including checking the email regularly, and working with HRE leadership to coordinate and provide clear, timely, and accurate responses to student, family, or campus partner concerns.
- Serves as the Department Emergency Contact and liaison with the Office of Emergency Management (OEM). Responsibilities include maintaining the office's Emergency Operations Plan, relaying OEM updates to staff, and ensuring the staff contact list is up-to-date for effective emergency response.
- Work with Housing Facilities to manage general office logistics such as office moves, repairs, and furniture selection and purchasing.
- Coordinate annual life cycle replacement of staff computers.
- Coordinate with telecommunications partners for HRE duty cell phone replacements and upgrades.
- Assist with onboarding and offboarding of professional staff including setting up office space, preparing technology, and scheduling leadership meetings for new staff as well as coordinating return of technology, removal of access, and office turnover for departing staff.
- Oversee HRE Guest Apartment reservation process.
- Work with HRE leadership on special projects including performing research and preparing project reports and results.
- Actively participate in the division-wide administrative support network, which is comprised of administrative professionals from Community Standards and Student Support, Student Engagement and Leadership, Housing and Residential Experience, Central Administration, and Student Affairs Finance, including by attending regular meetings and trainings to ensure consistent and effective administrative processes and practices exist across the division.
- Serve on HRE and Student Affairs committees and working groups, and participate in recurring meetings, trainings, and other opportunities to further personal knowledge and skills as well as enhance departmental operations and activities.
- Participate in division wide events as needed (Move-In Day, Rites of Spring, etc.) to support colleagues and ensure these events run smoothly.
- Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
- Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.
- Provides back-up as necessary for basic office functions as needed -answer departmental phone, coordinating responses to departmental email inbox, etc.
This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Administration.
Education and Certifications:
A Bachelor's degree from an accredited institution of higher education is necessary.
Experience and Skills:
- At least three years of directly comparable experience is necessary.
- Advanced experience with Microsoft Office Suite: Word, Outlook, Excel, Publisher, Power Point, and Adobe Photoshop is preferred.
- Strong interpersonal and customer service skills including ability to develop and cultivate professional relationships is preferred.
- Professional and team-focused attitude and ability is preferred.
- Proven ability to manage multiple, complex tasks and highly collaborative relationships with initiative and independence is necessary.
- Ability to exercise sound judgment and work effectively under pressure.
- Capacity to interact with people of all constituent groups on a one-on- one basis.
- Outstanding verbal and written communication skills is necessary.
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.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 . click apply for full job details
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