Administrative Specialist, Senior - Vanderbilt University

The Senior Administrative Specialist is part of the Electrical and Computer Engineering at Vanderbilt University School of Engineering. This position performs administrative duties supporting the work unit as well as other tasks as assigned. Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to general office operations with minimal guidance. The position will function with a high degree of understanding of university life, policies, and procedures.



Electrical Engineering has been primarily responsible for the information technology revolution that society is experiencing. The development of large-scale integrated circuits has led to the development of computers and networks of ever-increasing capabilities. Computers greatly influence the methods used by engineers for designing and problem solving.



This full-time position operates in a professional office environment. This position interacts with a diverse group of important external and internal customers at all levels within Vanderbilt. Independent judgment is required to plan, prioritize, and organize workload. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.



Duties and Responsibilities



Front desk organization which includes:



• Greet visitors in a courteous and professional manner

• Answer routine questions

• Ensure beverages are available for the work unit, visitors, and/or meetings throughout the day

• Responsible for the organization and cleanliness of the visiting area/kitchen

• Answer multi-line phone professionally, screen and direct caller to appropriate party. Review voicemail periodically during the day and return calls

• Take accurate messages and deliver within a timely manner







Perform administrative duties for the Chair and Administrative Manager, which may include:



• Maintains a thorough knowledge of policies and procedures

• Prepare agendas, memos, correspondence, presentations, and high-end spreadsheets

• Attend meetings to record, prepare and distribute minutes

• Coordinate travel arrangements and reimbursements

• Manage departmental OneCard and other financial transactions as needed

• Provide support for various meetings and events

• Assist with special projects/tasks

• Prepare visit itineraries as needed

• Maintain the Office Calendar for events and availability of staff

• Screen and handle minor issues

• Assist with social media and websites as needed

• Other tasks as assigned







Maintains online files, file Cabinets, and processes file requests:



• Maintains confidentiality of all files

• Maintains and updates files accurately

• Pulls files as requested







Maintains appointment calendar and schedules meetings:



• Coordinate complicated meeting schedules and calendars

• Schedules as requested based on priority and deadlines

• Schedules rooms for meetings and/or events

• Coordinate prospective student appointments/tours

• Coordinate VU student appointments







Coordinates ordering and replenishment of supplies:



• Replenish office and kitchen supplies in the office daily

• Check inventory of office and kitchen supplies on a monthly basis

• Receive and restock supplies upon arrival

• Maintain adequate level of supplies to meet the department needs

• Responsible for organization of supply areas







Coordinates with facilities and IT:



• Oversee functionality of copy machine, printers, and phones for the work unit

• Contact person for the work unit to communicate with facilities or housekeeping regarding issues







Processes incoming and outgoing mail:



• Responsible for office mail

• Maintains confidentiality of all incoming mail. Identifies items requiring immediate or personal attention

• Handles and distributes mail in an efficient and timely manner

• Delivers mail to the appropriate location as directed







Qualifications



• 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 communications 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.

• Experience working with senior leadership is preferred.

• Experience working in a higher education/ academic setting is preferred.

• Comfort with new technological systems. Adapts easily to changes in technology and process.

• Professional, positive, and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff.

• Dependable, motivated, and willing to learn.

• Team player.



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.



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