Front Desk Administrative Assistant

About the Work Unit:

Office of Investments (OoI) mission is to safeguard and grow the universitys endowment by delivering outstanding long-term investment returns for the benefit of research and scholarship. Operating across three teamsoperations public investments and private investmentswe actively seek superior investment opportunities through strategic partnerships and alignment of interests. OoI fosters inclusiveness innovation and continuous learning with a commitment to excellence and process improvement. Join our world-class team contributing to Vanderbilt Universitys success.

Key Functions and Expected Performance:

Office Support

• Greet and welcome visitors direct guests to conference rooms and validate parking.
• Answer and direct phone calls to appropriate staff members.
• Purchase office supplies maintain organization of supply areas and track office supply expenses.
• Place work orders act as site liaison for service providers follow up on requests to ensure completion.
• Request recycling pickup and surplus pickup as needed.
• Create tickets for phone computer and IT support as needed
• Manage and organize the reception area break room storage and conference rooms.
• Handle opening/closing duties including but not limited to: stocking supplies preparing conference rooms powering on/off monitors and computers.
• Prepare shipping and handle office correspondence including collection and sorting of all mail.
• Assist with office events and off-sites including planning catering and setup/tear down.
• Monitor conference room traffic to anticipate meeting overlap and conflicts.
• Performing various clerical tasks including notarizing documents and completing the apostille process data tracking faxing transcribing and filing.
• Conduct office errands as needed.
• Facilitate encourage and suggest process improvements for the department.
• Perform ad-hoc tasks and assist with special projects as requested.

Team Support

• Provide backup support to theoperations public investments and private investments teams occasionally assisting with planning scheduling and booking travel.

• Compile information and upload documents in our investment management software.

Supervisory Relationships:

This position does not have supervisory responsibility and reports administratively and functionally to the Chief of Staff.

Qualifications:

• A high school diploma is necessary.
  • An associates or bachelors degree is preferred.
• 1-2 years of administrative or related experience is required.
• Proficient in MS Office Suite: Word Excel PowerPoint Outlook Adobe and other tools for analysis and office operations (strong power PowerPoint is a plus).

• Self-starter and team player.

• Strong interpersonal and communication skills.

• High level of organization with the ability to multitask prioritize and manage diverse responsibilities.
• High degree of confidentiality professionalism integrity commitment and flexibility.
• Advanced time management skills.
• Interest in working in the field of investments or finance is a plus.