Temporary Services - Admin Assist (FT) bei Vanderbilt University

Position Summary:

The Administrative Coordinator is a part of the School of Engineering Dean’s Office. This in-person position provides comprehensive, high-level support, including confidential matters, for multiple associate deans by managing their schedules, information flow, constituent interactions, and various programmatic support. This position also works closely with, and reports to, the Executive Assistant to the Dean, serving as back up for general office functions and serves as a goodwill ambassador for the Office of the Dean.
 

This position works closely with other School and University leadership, providing meaningful synergy and structural clarity. The Administrative Coordinator duties require a exercise of independent judgment, the ability to prioritize, attention to detail, initiative, and the ability to make decisions in alignment with the goals and programs falling under the Associate Deans. The position will function with a high degree of understanding of university life, policies, and procedures.
 

About the Work Unit:

The School of Engineering (VUSE) is internationally recognized for the superior quality of its research and education programs in selected fields of engineering. The School includes six major departments, two Institutes and the Division of Engineering Science and Management. Esteemed biomedical engineer Krishnendu "Krish" Roy joined Vanderbilt in the fall of 2023 as the Bruce and Bridgitt Evans Dean of Engineering and University Distinguished Professor. Dean Roy’s goal is to ensure that Vanderbilt School of Engineering is a diverse, inclusive and equitable place that has a profound impact on the advancement of society and the human condition, locally and globally, and that it trains the most impactful engineering leaders of the future. Dean Roy is leading VUSE into the future focused around a growing research portfolio and expanded educational programs.
 

Key Functions and Expected Performance:

Dean’s Office Administrative Support
• Serve as receptionist for Dean’s Office
• Meet regularly with the Associate Deans to coordinate, communicate, review schedules, ascertain deadlines, plan projects, and clarify instructions, procedures, and processes
• Serve as a gateway for the Associate Deans by managing multiple calendars and complex schedules for meetings, workshops, lectures, and events, applying independent judgment in determining priorities
• Prepare agendas, memos, correspondence, presentations, itineraries, relevant materials, and high-end spreadsheets
• Facilitate meeting logistics, planning, distribution of materials as needed, attend meetings to record, prepare and distribute minutes

Manage and prioritize tasks under the direction of multiple Associate Deans and the Executive Assistant to the Dean, taking initiative, working independently and following through to completion, often with competing deadlines
• Manage the Office of the Dean phone, voicemail, and email inbox, respond to inquiries and distribute to others in the area for response when needed
• Provide backup as needed for the Executive Assistant to the Dean
• General office duties and other duties as assigned
Program Support
• Along with the Executive Assistant to the Dean, supports VUSE event coordination throughout the year including but not limited to all-School gatherings, special lectures/seminars, and other Dean’s Office events
• Support programs relating to strategic areas and initiatives stemming from the work of associate deans
• Support graduate and professional student programming
Office Management
• Oversee ordering and inventory of office supplies, including refreshments and snacks, for the Dean’s Office and related areas
• Coordinate mail pick-up and package deliveries for Dean’s Office
 

Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to the Executive Assistant to the Dean.
 

Experience and Skills:
 A minimum of 3 years relevant experience is necessary, in an academic setting preferred.
 Attention to detail, high level of accuracy, and strong organizational skills are necessary.
 Utmost attention to maintaining confidential information and the security thereof is necessary.

Ability to balance the diverse needs of the job and its various constituents (faculty, staff, alumni, visitors, and prospective and current students) and to work with flexibility, and at times under pressure, on several tasks simultaneously and to meet various concurrent deadlines is necessary;
 Strong proficiency with Microsoft Office Suite, including strong MS Excel knowledge
 Professional and clear communication skills, both written and oral are necessary;
 Professional experience in the higher education setting is preferred.

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