Administrative Assistant, Law School

The Administrative Assistant for Student Life is a service and support role performing routine tasks that impact day-to-day objectives in the Student Life office requiring understanding and interpretation of policies and procedures and working knowledge of processes and systems. This position is responsible for providing support for events finance and purchasing office reception and general administration communications academic operations and academic advising and skills. The Administrative Assistant is required to work in the office five days a week Monday Friday.

Vanderbilt Law Schools Office of Student Life has a mission to provide academic information and policy services and facilitate learning and support the success and well-being of every student by developing a culture of accountability responsibility inclusion and respect for our colleagues and ourselves. The vision to achieve this mission centers on our ability to send the happiest healthiest and most professional law students out into the world to lead and transform the legal profession. Services offered include but are not limited to: student organization support community student accommodations international student support counseling and crisis management and orientation.

Key Functions and Expected Performance:
Event Support
Assist the Manager for Student Engagement and Community with Anchor Link as needed
Provide administrative support for all events coming out of the Office of Student Life including but not limited to:
o Ordering
o Contracts
o Payments
o AV/Building requests/Room Booking
o Admin tasks nametags signage etc.
o Assist during events tasks welcome guests etc.
Serve as backup to the Manager for Student Engagement and Community for managing the Planning Calendar

Finance and Purchasing Support
On the ground student One Card Support
o Manage two student One Cards
o Oversee student sign in/out and reservation process
o Collect and review receipts and documentation for both cards
o Serve as backup to the Senior Administrative Assistant for Student Organizations and Publications on expense processing for both cards
Serve as office backup for other student organization finance needs including:
o Ordering items and supplies
o Calling in payment
o Creating Purchase Orders

Reception and Administrative Support
Front desk customer service for Student Life and Career Services
Answer Office of Student Life phone and manage email inbox
Provide support for Houses Program assisting the Assistant Dean for Student Life & Building Operations; Dean of Students and Manager for Student Engagement and Community as needed

Communications Support
Produce Today at VLS newsletter and create Anchor Link posters for organization events
Send all office communications to students as directed/managed by the Sr. Director for Student Affairs
Oversee Digital Signage
o Review signage submissions for final review and edits
o Create special event process and implement
o Serve as primary contact with AV regarding changes or technical problems

Academic Operations Support
Exam administrative support
Admin support as needed (ordering exam stuffing printing etc.)
Assist in hiring student notetakers for accommodated students
Collect track and upload notes daily into Box
Set up Box folders for notes and grant access to appropriate students at the beginning of each semester.

Academic Advising and Skills Support
Advising events/planning assistance including but not limited to: reserving space and creating AnchorLink listings
Fellow support including but not limited to: creating marketing for events and reserving space for student support office hours

Supervisory Relationships:
This position does not have supervisory responsibility and reports administratively and functionally to the Sr. Director for Student Affairs.

Qualifications:
A high school diploma/GED is required. A bachelors degree is preferred.
A minimum of 3 years of experience is necessary.
Experience in a higher education setting is preferred.
Prior experience working in Oracle and/or using Concur Travel are a plus.
Strong written and verbal communication skills are necessary.
Excellent organizational skills are necessary.