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Administrative Assistant, Senior

2 months ago

Nashville, United States Vanderbilt University Full time
Job Description

The Senior Administrative Specialist in the Office of Biomedical Research Education & Training (BRET) is a key contributor in providing administrative support to the Senior Associate Dean, along with the clerical and event-support needs of the BRET Office. Reporting to the Director of Strategic Affairs and Events, the Senior Administrative Specialist oversees the calendar management, travel arrangements, and scheduling of meetings, among other logistical needs, for the Senior Associate Dean. Other clerical duties include front desk management, procurement and One Card supervision, guest travel coordination, and assisting with various small and large-scale events throughout the year as needed.

The BRET Office supports and coordinates graduate education, postdoctoral training, minority affairs, career development, trainee well-being, and stipend and grant support for the Vanderbilt biomedical research trainee community. Within the BRET Office are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Duties and Responsibilities:

Senior Associate Dean Support: (60%)
  • Prioritize and schedule multiple complex meetings for the Senior Associate Dean, including usage of Outlook calendar, Doodle polls, etc.
  • Coordinate logistical arrangements for meetings including space reservations and set-up, virtual accommodations and troubleshooting, audio/visual needs, and equipment set-up
  • Provide support for the Senior Associate Dean's reoccurring meetings, including email reminders, agendas, meeting minutes, attendance tracking, and email coordination and communication on behalf of the Sr Associate Dean.
  • Assist in upcoming travel arrangements, including processing of travel expense reimbursements and monitoring receipt of business expenses.
  • Communicate regularly with Senior Associate Dean on arising issues and current events and assist as needed.
Front Desk Management: (20%)
  • Greet and assist students, faculty, staff and guests with questions and concerns, and direct to appropriate places.
  • Monitor events and meetings taking place, noting time, location, and other pertinent information, assisting when called upon.
  • Answer and transfer phone calls.
  • Archiving, storing, and organizing digital files for clerical posterity.
  • Disseminate mail to appropriate office members.
  • Keep kitchenette, conference rooms, and filing and storage areas stocked and organized.
  • Serve as key office procurement requester and One Card holder, assessing supply needs of the office and ordering as needed.
  • Contact VUIT, facilities, maintenance, and housekeeping, as necessary.
  • Maintain listservs and email groups for various committees and groups.
  • Make room reservations for staff members for various events, classes, and programs.
Events and Meetings Planning & Execution: (10%)
  • Serve as guest travel coordinator (e.g., book transportation and lodging, create itineraries, etc.) for a variety of events (recruitment, site visits, guest speakers, etc.)
  • Maintain working knowledge and understanding of travel and business expense policies and procedures.
  • Assist with both small and large-scale office events as needed.
Other: (10%)
  • Track progress on and facilitate with appropriate parties for letters of recommendation, statements of diversity, and other documents as requested.
  • Create marketing pieces for various student events using Canva and other online platforms.
  • Utilize REDCap, Oracle, Box, Microsoft Office calendaring, and other platforms as appropriate for job function.
  • Other duties as assigned
Qualifications
  • A Bachelor's degree from an accredited institution of higher education and at least 2-3 years of relevant work experience is necessary.
  • Working knowledge of Outlook, Word, Excel, and Adobe Acrobat is necessary; 4+ years preferred.
  • Strong organization skills with an emphasis on managing multiple tasks and proven capabilities to meet deadline is necessary.
  • Effective oral and written communication skills are necessary.
  • Experience managing multiple calendars and/or complex calendars is necessary.
  • Excellent verbal and written communication skills.
  • Careful and accurate as well as detail-oriented.
  • Enjoy working independently and as part of a team.
  • Preferred Software / Vanderbilt Systems Knowledge:
    • MS Office proficiency (including Word, Access, and Excel), Adobe Professional
    • Proficient user of Vanderbilt systems included, but not limited to Oracle and Concur
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, affirmative action 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.

Vanderbilt University is an equal-opportunity, affirmative action 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.