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Administrative Assistant

Company: Vanderbilt University
Location: Nashville
Posted on: May 16, 2022

Job Description:

The Administrative Assistant as a key representative of both offices and as part of the larger Provost team in the Office of Faculty Affairs. This position performs administrative and budget related duties of a complex nature in support of office activities, which requires a thorough knowledge of University policies and procedures.
The Office of Digital Education (ODE) is a central unit dedicated to enabling the successful delivery of
Vanderbilt's online and hybrid programs. ODE sits within the Office of Faculty Affairs. This role is line
managed by the Director of ODE who reports to the Vice Provost for Faculty Affairs. ODE works closely
with the Office of the Chancellor, academic leadership in the Provost's Office and in the schools and
colleges, the Office of Data Governance and Strategy, and other administrative units across campus.
The Office of Academic Program Review, Assessment and Accreditation (OAPRAA) supports the
university in its efforts to maintain federal compliance and engage in continuous innovation in service to
its mission to be "a center for scholarly research, informed and creative thinking, and service to the
community at large." OAPRAA provides resources and expertise in institutional accreditation and
compliance to ensure continued federal accreditation, oversees the management of an efficient and
effective approval of substantive changes to program offerings, and establishes a structure for periodic
internal and external reviews of academic programs at the institution. OAPRAA coordinates with
academic leadership in the Provost's Office, faculty in the schools and colleges, the Office of Data
Governance and Strategy, the Center for Teaching and Learning, and other administrative units across
Duties and Responsibilities:

  • Helps manage complex workflows, communicating with stakeholders on status of projects and
  • proposals.
  • Drafts professional and technical communications to internal and external constituencies.
  • Supports calendaring and management of annual reporting by units across campus, and with
  • periodic federal compliance reports.
  • Plans and supports meetings and trainings with university faculty and staff.

    Administrative Support

    • Greets visitors to office suite and acts as an office representative within the university and
    • with external contacts.
    • Serves as the initial phone contact for the offices by answering questions, taking messages, and/or forwarding calls as appropriate for resolution.
    • Manages office email account by responding to inquiries.
    • Manages the calendars for the ODE Director and the OAPRAA Director.
    • Resolves schedule conflicts and provides recommendations to supervisor for weekly planning and operations meetings, subsequently informing all staff attendees of time/location.
    • Updates/maintains departmental website(s).
    • Supports the onboarding process for new hires, including working with VUIT and HR to ensure a smooth transition for new team members.
    • Reviews office policies and processes and recommend changes as appropriate.
    • Submits Facilities work orders for office maintenance issues and other facilities-related issues.
    • Submits help tickets to VUIT on behalf of ODE and OAPRAA staff.
    • Coordinates travel arrangements for staff.
    • Acts as expense delegate for staff to create expense reports for reimbursement.
    • Serves as Guest Travel Coordinator to support all facets of guest travel.

      Manage budgetary allocations throughout the fiscal year

      • Acts as primary purchasing agent for department in the procurement of supplies, equipment, and food/beverages using the appropriate method.
      • Orders all office and breakroom supplies.
      • Tracks & monitors expenses in accordance with approved budget and purchasing requirements.
      • Maintains and processes internal system of ODE and OAPRAA expense requests to ensure purchases are approved in advance at the appropriate level.
      • Process all payments, reimbursements, requisitions, purchase orders and One Card transactions through Oracle, in accordance with One Card, Procurement, and Travel and Expense policies.


        • Associate's degree and 3 years of experience or the equivalent is required.
        • Advanced experience with Microsoft Office Suite: Word, Outlook, Excel, and PowerPoint is
        • required.
        • Strong organizational skills, experience with project management is required.
        • Ability to multi-task and follow-up, attention to detail is required.
        • Ability to function independently with minimal instruction and to collaborate with others in a team environment is required.
        • Previous experience with Vanderbilt user systems including, but not limited to Oracle 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.

Keywords: Vanderbilt University, Nashville , Administrative Assistant, Administration, Clerical , Nashville, Tennessee

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