Temporary Services - Admin Assist (FT)
Temporary Services - Admin Assist (FT)
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Job Description
Position Summary:
The Administrative Coordinator is a part of the School of Engineering Deans 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 Roys 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:
Deans Office Administrative Support
Serve as receptionist for Deans 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 Deans 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 Deans Office and related areas
Coordinate mail pick-up and package deliveries for Deans 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.
Employment Type
Full-Time
