The Administrative Assistant is part of theOffice of Community, Neighborhood, and Government Relations at VanderbiltUniversity and is a key individual contributor responsible for performing avariety of administrative and staff support duties for the Office, whichrequire a range of skills and a knowledge of organizational policies andprocedures. The position assists and directs visitors, and resolvesadministrative problems and inquiries; composes, edits, and proofreadscorrespondence and reports, and prepares a range of administrative documents.Reporting to the Assistant Vice Chancellor, the Administrative Assistantinteracts with faculty, staff, students, and internal/external stakeholders.
The Office of Community, Neighborhood, andGovernment Relations (CNGR) sustains Vanderbilt's relationships with thecommunity. We work with students, faculty, staff, and administration throughoutthe university to promote policy initiatives and to leverage Vanderbiltresources. As a public access point for the community, we are both proactiveand responsive in supporting Vanderbilt's mission of teaching, research, publicservice and health care initiatives.
Assist the Assistant Vice Chancellor andDirectors with Community, Neighborhood and Local Government with StrategicMeetings, Events and Programs.
Assistsin the planning, coordination and execution of ongoing meetings, events andevents that help connect Vanderbilt to the neighboring community, local governmentand non-profit organizations across Nashville.
Communicateswith all program/event participants regarding day, time, location, parking,etc.
Identifies,researches, selects and schedules with the facilities and needed accommodationsnecessary for the event, program and or meeting.
Plansand coordinates audio/visual assistance.
Coordinatesparking assistance for events.
Ordersand secures refreshments/box lunches etc.
Provideson-site program support.
Makeon-site decisions to resolve problems brought forth by participants, suppliersand vendors.
Createsand analyzes evaluation tools.
Providesfeedback to division regarding observations of the programs.
Maintainsconfirmation list for events.
Createsreports for Community Contributions Impact Fund.
Managesprogram email accounts.
Createsand compiles data for program, event, meeting evaluations/surveys.
Preparesand sends correspondence to staff, invitees etc.
Researchesand prepares list of all summer camps on campus for the CNGR website.
Coordinatesall School Donation Requests.
Servesas the main contact for the TPAC Corporate Saver for Vanderbilt discounts atTPAC events.
Includesresponsibility to prepare a communication to be sent to the university community
Assistswith the Speakers Bureau by responding to external calls and requests forVanderbilt faculty and staff speakers on a variety of topics; tasks includelocating speakers and matching the speaker to the request.
Marketing and Communication
Gathersand helps prepare drafts and text for marketing materials.
Distributesmarketing materials that include notices, letters to neighbors and otherconstituents to Nashville and surrounding communities.
Distributionwill include use of Emma, Eventbrite, Mail chimp, US Mail, e-mail, handdelivery and other letter communication tools.
Data Base Management
Maintainsall current and future Community and Local Government's databases and lists.
Databasesto include: Community Contributions Impact Fund and County-by-Countydatabases. Lists to include, MetroCouncil, Holiday Card, TPAC and Food for Thought lists.
AssistsDirectors with Expense Reports.
Actsas a Procurement Requestor for Division of Public Affairs.
Responsiblefor all purchase orders and non-PO payment requests for the Community ImpactFund and Local Government Relations.
Workswith the Business Unit Entity Approver and FUM to ensure CNGR stays withinbudget and follows financial guidelines.
Stayscurrent with training for Oracle system by attending weekly Procurementrequestor sessions.
General Office Support
Servesas the contact for building maintenance, contractors, and staff.
CoordinatesCNGR website updates with the Public Affairs Communications Coordinator.
Coordinatesmaintenance of copiers and contracts with RJ Young.
Maintainsand orders office supplies.
Assistswith maintaining the online conference room calendar, when needed.
Whenappropriate, coordinates IT support for staff.
Assistsstaff with filing of VU records.
Manage Student Workers
Postsand interviews for Student Worker positions.
Workswith the HCM on getting student workers in the Vanderbilt system.
Managesthe student employee's workflow; schedules and helps, when needed, as theconduit between the student and other staff.
This position functionally supervises studentemployees within the Office; the position reports administratively andfunctionally to Assistant Vice Chancellor.
Profile of an Ideal Candidate
Ahigh school diploma or equivalent is necessary.
AnAssociate's degree from an accredited institution of higher education ishighly preferred.
ABachelor's degree from an accredited institution of higher education ispreferred.
Atleast two year of experience as an administrative assistant is necessary.
Experienceas an administrative assistant in a higher education environment ispreferred.
Knowledgeof supplies, equipment, and/or services ordering and inventory control isnecessary.
Abilityto communicate effectively, both orally and in writing is necessary.
Abilityto gather data, compile information, and prepare reports is necessary.
Recordsmaintenance skills are necessary.
Abilityto gather and analyze statistical data and generate reports is preferred.
Abilityto maintain calendars and schedule appointments is necessary.
Databasemanagement skills are preferred.
Abilityto analyze and solve problems is necessary.
Abilityto lead and train students is preferred.
Abilityto make administrative/procedural decisions and judgments is necessary.
Wordprocessing and/or data entry skills are necessary.
Abilityto create, compose, and edit written materials is necessary.
Organizingand coordinating skills are preferred.
Knowledgeof general accounting principles are preferred.
Abilityto record and transcribe meeting minutes is necessary.
Receptionistskills are necessary.
About Vanderbilt Benefits
In addition to offering a lively community that encourageslearning and celebrates diversity, Vanderbilt University offers a competitive,flexible benefits package including health, dental, vision, life, accidentaldeath & dismemberment, disability insurance, paid time off, and a 403(b)retirement plan with employer match. Vanderbilt offers tuition assistance to employees,spouses and dependent children. Also, after five years of service, Vanderbiltwill pay up to 55% of the tuition for up to three dependent children to earn abachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873 andlocated in the heart of Nashville, Tennessee. The university's students and facultyfrequently cite Nashville and the surrounding area as one of the many perks ofbeing a part of the Vanderbilt community. Vanderbilt University is a placewhere your expertise will be valued, your knowledge expanded, and yourabilities challenged. It is a place where your diversity is sought andcelebrated. It is a place where employees know they are part of somethingbigger than themselves, take exceptional pride in their work and never settlefor what was good enough yesterday. Vanderbilt was recently ranked #2 for ‘bestquality of life’ and ‘great financial aid,’ #5 for ‘best run colleges’ and‘beautiful campus,’ and #6 for both being in a ‘college city that studentslove’ and having ‘great campus/city relations.’
Internal Number: 1801759
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.