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Administrative Specialist, Senior

2 months ago

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

We are seeking a highly skilled and experienced Senior Administrative Specialist to join our team at Vanderbilt University. This is a full-time position that will provide administrative support to the Electrical and Computer Engineering department.

Key Responsibilities
  • Provide exceptional administrative support to the department, including front desk organization, phone answering, and mail handling.
  • Prepare agendas, memos, correspondence, presentations, and high-end spreadsheets for the Chair and Administrative Manager.
  • Coordinate travel arrangements, reimbursements, and departmental OneCard transactions.
  • Maintain online files, file cabinets, and process file requests while ensuring confidentiality.
  • Coordinate appointment calendars, schedules meetings, and coordinates prospective student appointments/tours.
  • Order and replenish office and kitchen supplies, and maintain adequate levels of supplies.
  • Oversee the functionality of copy machines, printers, and phones for the work unit.
Requirements
  • An associate's degree is required; a bachelor's degree is preferred.
  • A minimum of 3-5 years of relevant experience is required.
  • Excellent verbal and written communication skills are required.
  • Great customer service skills are required.
  • Proficiency in Outlook, Word, Excel, PowerPoint, and Adobe is required.
  • Meticulous attention to detail is required.
  • Strong organizational skills and ability to work on multiple projects simultaneously is required.
  • Strong critical thinking/problem-solving skills is required.
Preferred Qualifications
  • Experience working with senior leadership is preferred.
  • Experience working in a higher education/academic setting is preferred.
  • Comfort with new technological systems and ability to adapt easily to changes in technology and process.
Commitment to Equity, Diversity, and Inclusion

Vanderbilt University is committed to fostering a diverse and inclusive environment. We value diversity in our workplace and learning environments and 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.