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Administrative Manager

4 months ago

Nashville, United States Vanderbilt University Full time
Job Description

The Administrative Manager is part of the Center for Technology Transfer and Commercialization (CTTC) within the Office of the Vice Provost for Research and Innovation at Vanderbilt University and is a key individual contributor responsible for providing administrative and business staff support, including complex scheduling, project and office management, and confidential matters related to personnel and other issues. Reporting directly to the CTTC Director of Operations, the Administrative Manager interfaces daily with both Vanderbilt University and Vanderbilt University Medical Center personnel and external parties.

The Administrative Manager will maintain complex calendars and coordinate communication for key CTTC leaders while maintaining confidentiality and exhibiting the highest degree of professionalism. This person will ensure effective operation of the department through management of administrative support resources and coordination of processes across functions. This person will also manage administrative and business details for the office.

The mission of the Vanderbilt Center for Technology Transfer and Commercialization (CTTC) is to provide professional commercialization services to the Vanderbilt community, thus optimizing the flow of innovation to the marketplace and generating revenue that supports future research activities, while having a positive impact on society. CTTC accomplishes this by serving as an efficient and effective conduit for the transfer of promising intellectual property to industry; contributing to regional economic development by licensing and supporting new venture creation; and encouraging greater translational research collaborations between academia and industry.

Duties and Responsibilities
The Administrative Manager performs key administrative staff functions involving independent judgment for communications and office management. This includes:
  • Managing complex calendars for leadership (including those at Assistant Vice Chancellor and Executive Director levels), as well as scheduling large meetings on behalf of other CTTC teams
  • Coordinating communication between CTTC Leadership and institutional leadership (e.g. Chancellor, Provost, Vice Provost for Research and Innovation) and other clinical, academic, and support departments and teams across Vanderbilt University (VU) and the Vanderbilt University Medical Center (VUMC)
  • Serving as CTTC liaison for outside legal firms, investors, and other parties; resolving issues when appropriate and keeping relevant individuals informed
  • Managing logistics and complex itineraries for special events (visiting guests, interviews, seminar speakers, etc.)
  • Coordinating travel as needed for CTTC Leadership, including assistance with expense reporting and ensuring compliance with institutional travel policy
  • Maintain deep understanding of departmental and university policies and procedures related to travel, procurement, expense reporting to ensure compliance with university policy and proper stewardship of university resources
  • Coordinating with property management, maintenance, and other VU and external entities as needed to address facility needs, renovations, other issues (including securing cost estimates and making recommendations and projections as needed)
  • Assisting with equipment inventory and annual space survey
  • Assisting with confidential matters related to negotiations and personnel issues
  • Attending weekly CTTC Executive Leadership meetings and regular CTTC Staff Meetings; informs leadership of staff and office concerns or issues
  • Recommending and coordinating staff professional development opportunities
  • Developing and maintaining office standard operating procedures
  • Managing expense reporting for University-issued One Card (e.g. conference registration, professional development, guest travel expenses, etc.)
  • Participating in interviewing and hiring processes
  • Overseeing the onboarding logistics for new staff members, including coordinating IT, office setup, and trainings
  • Other duties as assigned
Supervisory Relationships

This position has supervisory responsibility over other staff as assigned; this position reports administratively and functionally to the CTTC Director of Operations.

Qualifications
  • An Bachelor's degree from an accredited institution of higher education is necessary.
  • At least three years of directly related experience in administrative support of leadership-level personnel (including setting up meetings and managing calls) is necessary.
  • Outstanding professional judgment, discretion, and ability to maintain confidentiality are necessary.
  • Outstanding organizational and time management skills are necessary.
  • Excellent verbal and written communication skills are necessary.
  • Excellent knowledge and demonstrated experience with Microsoft Office (Word, PowerPoint, Excel, Outlook) is necessary.
  • Demonstrated ability to work independently, prioritize extensive workload, and follow up consistently with limited or no supervision

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.