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Administrative Coordinator Community Care Specialist
1 month ago
The Senior Administrative Specialist is a key individual contributor responsible for supporting and coordinating the day-to-day administrative activities of the Office of the Provost.
This position will provide administrative support through daily office activities, including front desk and reception duties; project, program, and event coordination; and general support for Provost staff.
This position requires a great attention to detail, high level of skill coordinating multiple activities in support of a busy office, and exceptional judgment in managing information of a highly confidential and sensitive nature.
The Office of the Provost at Vanderbilt University is responsible for the business and management operations to support the work of the Provost in overseeing all faculty, staff, programs and initiatives for Vanderbilt's 10 schools and colleges as well as leading the university's research, admissions, student affairs and residential life.
Each team member plays an integral role in executing strategic initiatives and outreach that drive the University forward.
The team works alongside the Provost and Vice Provosts in the academic planning and operations of Vanderbilt University and its affiliates including the Vanderbilt University Medical Center.
Ensures that daily office operations are performed in a seamless and efficient manner.
Performs duties including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues.
Manages calendars of Chief of Staff and Deputy Chief of Staff of one-time, recurring, ad-hoc, and committee meetings with internal and external participants.
Drafts summaries and briefing materials for the Chief of Staff and Deputy Chief of Staff.
Provides general office management and clerical assistance with copying, printing documents, filing, and maintaining records.
Maintains inventories for office and kitchen supplies and order supplies for office suite while maintaining general office appearance.
Greets visitors and guests to the Office of the Provost and provides the highest level of professional service.
Utilizes Microsoft Outlook Email and Calendar applications, Excel, and PowerPoint in support of Office of Provost.
Maintains paper and electronic files of a sensitive nature including application and personnel files.
Assists with planning, developing, and coordinating projects, programs, and events managed or sponsored by the Office of the Provost.
Assists with organizing and tracking logistics for hosted events by the Office of the Provost including purchasing, catering, room reservation, set up, greeting, and attendance at events.
Interprets, monitors, and analyzes information to facilitate effective project management in the Office of the Provost.
Drafts agendas, records meeting minutes, and distributes materials as needed for Chief of Staff and/or Deputy Chief of Staff.
An Associate's or Bachelor's degree from an accredited institution of higher education is preferred.
Prior experience at Vanderbilt University is preferred.
Excellent Microsoft Outlook calendaring skills are necessary.
Proficiency in Microsoft Office, such as Word, Excel, or PowerPoint, is necessary.
Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
Excellent verbal, written, and visual communication skills are necessary.
Ability to manage and impart confidential information is necessary.
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.
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.
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.
