Administrative Coordinator
Administrative Coordinator
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Job Description
About the Work Unit:
The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty is comprised of several International Congress of Mathematicians (ICM) speakers and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics including biomathematics combinatorics geometry and topology group theory PDEs universal algebra & logic and harmonic analysis. The research achievements of Vanderbilt mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMSMAA Mathematical Meetings.
Duties and Responsibilities:
Faculty & Postdoctoral Affairs
Process Faculty appointments including reappointments/terminations/retirements/emeriti
Process Visiting Scholar appointments
Process Postdoctoral Scholar appointments and functionallyserveLineManager
Serve as department liaison for College Faculty Affairs and OPA
Coordinate Postdoctoral and Faculty advertising/recruiting asneededthroughInterfolioand Mathjobs
CoordinatecampusvisitsforFacultycandidatestoincludetravelandmeetingitineraries
Trackactive visa statuses for Postdoctoral and Faculty visas
Collaboratewithvariouscampuspartnerstoprocess/renewpostdoctoralandfacultyvisas
Coordinate ongoing documentation of departmental Teaching Evaluationsforuseinreappointments
Facilitatenewhireonboardingtoincludeobtaining VUnetIDsITequipmentandorientation
Facilities:
Act as backup to Administrative Specialist for all facilities requestsincludingsubmittingworkorders
OverseeAdministrativeSpecialistsongoing facilitiestasks
Coordinate update for Faculty and Postdoctoral officenameplateseachsemesterwithnewOffice Hours
Coordinate updateof buildingdirectorypriortostartofeach academicyear(fall)
Assist Administrative Manager with annual SpaceSurvey(spring)
Assist Administrative Manager with annual officeassignments(fall)
Financial:
Assist Administrative Manager in monitoring budgets for assigned conferences and workshops
Hold University One Card for departmental expenses (as a backup to AS); reconcilinginregular expensereports
Coordinate purchases and payments for the departmentswiththeassistanceoftheAdministrative Specialist
Personnel:
OverseeAdministrativeSpecialistpositionincludingalltasksandresponsibilities
Coordinatesemesterlyfrontdeskstudentworkerschedule serving functionallyastheirLineManager
AssistAdministrativeManagerinoverseeingdailystudentworkertasks
Other:
Assist with planning and coordinating departmental events (Seminars Recognition events Faculty retreat holiday events etc.)asneeded
Coordinatewebsitecontentupdateswithstudentworkersand/orVUCommunications
Strong time management skills: ability to operate independently prioritize and accomplish complex initiatives within deadlines. Ability and willingness to adjust to changing priorities on short notice and manage multiple projects with varying deadlines.
Must have the ability to maintain confidentiality and use discretion
Excellent professional written and verbal communication skills
Handle other administrative task requests from department members as needed
Additional duties as assigned.
Supervisory Relationships:
This position has supervisory duties as direct supervisor of Administrative Specialist. The position will report administratively & functionally to the Administrative Manager.
Education and Certifications:
Bachelors degree is necessary.
Qualifications:
Two years relevant experience is necessary.
Excellent interpersonal written and oral communication skills is necessary.
Ability to work both as a member of a team and independently is necessary.
Ability to use independent judgment and to manage / impart confidential information. is necessary.
Ability to analyze and solve problems in a timeefficient manner. is necessary.
Ability to plan develop and coordinate multiple projects with competing deadlines is necessary.
Knowledge of academic student policies processes and procedures is necessary.
Required Experience:
IC
Employment Type
Full-Time
