Administrative Assistant

Nashville, TN

Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on organizational and operational needs.

Position Summary:

The Administrative Assistant is a key individual contributor responsible for managing the day-to-day administrative support activities of the Office of Corporate Partnerships. This position reports directly to and supports the Assistant Provost & Executive Director of Corporate Partnerships. The Administrative Assistant serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and companies on a range of issues. This position requires a high level of skill in customer service, building relationships within and outside of the university, and coordinating multiple activities in support of a busy and growing office.

The Administrative Assistant will manage walk-in and phone interactions; maintain calendar and travel arrangements for the Assistant Provost; handle day-to-day problems and situations; and provide administrative and operations support, as needed, to the office. This position will manage financial payment processing and support planning, organizing, and implementing recurring meetings and events.

About the Work Units:

The Office of Corporate Partnerships reimagines the link between corporate relations and corporate partnerships to generate greater career opportunities and outcomes for Vanderbilt students and alumni. Further, the office is currently laying the groundwork for the VU Network Hub, an international engagement program that identifies and stands-up regional hubs to facilitate activity and community interaction for Vanderbilt students, alumni, parents, faculty and partnership corporations.

Key Functions and Expected Performance:

Administrative Support

Manage the calendar for the Assistant Provost and Executive Director of Corporate Partnerships including coordination of recurring, ad-hoc and committee meetings with internal and external participants.
Coordinate travel arrangements on behalf of the Assistant Provost and serve as the expense delegate – creating expense reports for reimbursement.
Utilize Microsoft Outlook, Excel, and PowerPoint in support of office activities.
Develop spreadsheets, gather appropriate information, query databases and update records when necessary.
Serve as Guest Travel Coordinator to support all facets of guest travel.
Coordinate event and meeting logistics including reservations, space layout, catering and IT.
Submit help tickets to VUIT on behalf of Corporate Partnerships staff as needed.
Support the onboarding process for new hires, including working with VUIT and HR to ensure a smooth transition for new team members.

Office Operations

Greet visitors to office suite and acts as an office representative within the university and with external contacts.
Serve as the initial phone contact for the offices by answering questions, taking messages, and/or forwarding calls as appropriate for resolution.
Submit Facilities work orders for office maintenance issues and other facilities-related issues.
Purchasing Authority
Act as primary purchasing agent for department in the procurement of supplies, equipment, and food/beverages using the appropriate method.
Track & monitor expenses in accordance with approved budget and purchasing requirements.
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.
Process all payments, reimbursements, requisitions, purchase orders and One Card transactions through Oracle, in accordance with OneCard, Procurement, and Travel and Expense policies.
Facilitate the accurate and timely payment of department invoices in accordance with University Policy.

Supervisory Relationships:

This position does not have current supervisory responsibility. There is a potential for supervision of student workers in the future. The position reports functionally and administratively to the Executive Director of Corporate Partnerships.

Position Description

Education and Certifications:

High school diploma or GED is necessary.
Bachelor’s degree from an accredited institution of higher education is preferred.

Experience and Skills:

At least 3 years directly comparable experience is necessary.
Advanced experience with Microsoft Office Suite: Word, Outlook, Excel, and PowerPoint is necessary.
Strong organizational, interpersonal and communication skills are necessary.
Ability to work effectively with a wide range of constituencies from diverse industries backgrounds is necessary.
Ability to multi-task, strong attention to detail and discretion are necessary.
Ability to use independent judgement and to manage and impart confidential information is necessary.
Work processing, data entry and/or records maintenance skills are necessary.
Previous experience with Vanderbilt and Vanderbilt’s user systems is preferred.

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. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

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.