Sr. Administrative Specialist, Computer Science bei Vanderbilt University

The Senior Administrative Specialist is part of the Computer Science department at Vanderbilt University
College of Connected Computing. 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.

About the Work Unit:
The Computer Science department is home to over 500 undergraduate majors and more than 200
graduate students. Approximately 40 full-time faculty members support the academic programs,
complemented by 8 staff members. The Computer Science department is the first department to be
moved to the new College of Connected Computing at Vanderbilt and is integral to the future growth
and success of the college.

Key Functions and Expected Performance:
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.

Key functions and Expected Performance
Support to the Chair (30%)
- Administrative assistant to department Chair
- Assist Chair with drafting and proofing various memos
- Responding to incoming department calls/emails for department
- Coordinate faculty meetings which includes scheduling, attending, & taking notes
-  Faculty search administrative support (see section below)
-  Interfolio Specialist for faculty searches for VUSE
- Create & maintain announcement slides for faculty meetings
- Assist Administrative Manager with Faculty Activity Reports – including putting binders together for department records and scheduling on Chair’s calendar for individual meetings
- 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

Faculty Search Support (15%)
- Post position on multiple websites (Interfolio, CRA, and other websites)
- Maintain & update applicant spreadsheet
- Schedule candidate visit itineraries
- Coordinate applicant visits – including but not limited to itinerary with VU members, travel arrangements, providing food for meetings & meal reservations
- Room reservations for job talks/seminars

Event Planning and Department Support (30%)
- In coordination with the Administrative Manager, assist/oversee planning and coordinating of
various department events
- Oversee ordering of office supplies and beverages
- Maintain department copiers & paper supply
- Design & maintain fliers for department & programs
- Help staff & students with expense reports
- Maintain department social media pages (FB, IG, LinkedIn, X)
- Maintain department Faculty listserv
- Back up to Administrative Manager for Faculty and postdoc appointments
- Stay up to date on Protection of minor policies and other VUSE policies
- Coordinator for Interns/observers
- Assist Administrative Manager and SAO with faculty reappointments

Student Support (20%)
- Serve as financial manager for CS student groups
- Assist student groups with food ordering, travel preparation/accommodations, supply ordering
- Assist students with expense reports

Other Duties as Assigned (5%)

Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and
functionally to the Administrative Manager.

Education and Certifications:
- Associate Degree is necessary
- Bachelor’s degree is preferred

Experience and Skills:
- 3 – 5 years of relevant experience is necessary
- Excellent verbal and written communications skills is necessary
- Great customer service skills is necessary
- Proficient in Outlook, Word, Excel, PowerPoint, and Adobe is necessary
- Meticulous attention to detail is necessary
- Strong organizational skills and ability to work on multiple projects simultaneously is necessary
- Strong critical thinking/problem solving skills is necessary
- 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

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