Administrative Coordinator VTS
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Job Location:
Nashville, IN - USA
Monthly Salary:
Not Disclosed
Posted on:
3 days ago
Vacancies:
1 Vacancy
Department:
Job Summary
The Administrative Coordinator is part of the Career Center Team within the division of Career Advancement and Engagement at Vanderbilt University and is a key individual contributor responsible for the successful and efficient management of operations duties for the Health Professions Advisory Office (HPAO). This position works to ensure administrative duties necessary to successfully execute the functions of the HPAO team are completed efficiently. Reporting directly to the Director of the Health Professions Advisory Office the Administrative Coordinator is essential to maintaining the integrity and efficiency of the committee letter process while supporting the HPAO Directors strategic objectives.
This position provides comprehensive administrative and operational support for the Health Professions Advisory Offices committee letter process. The role encompasses database management quality assurance of recommendation letters and coordination of the entire letter workflowfrom submission tracking through final Director review. Key responsibilities include maintaining accurate records ensuring compliance with institutional formatting standards and managing timelines to facilitate efficient letter processing. The administrator coordinator also serves as the primary point of contact for program inquiries providing guidance on committee processes appointments & services available for students and general program information. This role requires maintaining strict confidentiality with all communications and information received in the office along with performing other related duties as assigned.
The Vanderbilt Career Center serves undergraduate studentsandalumni (0-2 years) post-graduation. The Career Center also supports students postdocs and alumni pursuing prestigious fellowships and postgraduate study. The Center focuses on career exploration providing opportunities for students to learn about and explore professional opportunitiesincluding:internships career coaching career courses workshops career panels virtual and on-campus recruiting job fairs and industry-based Treks. The Center consists of a leadership team a coaching team a fellowships and scholarships advising team an employer relations team and support staff.
- Develop and maintain spreadsheets; gather and verify relevant information; query databases; and update committee letter records as needed.
- Review and edit draft recommendation letters to ensure proper formatting and adherence to institutional standards.
- Coordinate and support the HPAO Director in all aspects of the Committee Letter process logistics including:
- Sending reminder communications.
- Tracking the status of letter drafts.
- Processing submissions from letter writers/mentors.
- Reviewing formatting and requesting basic revisions when necessary.
- Preparing finalized materials for the Directors review.
- Respond to inquiries regarding the Health Professions Advisory Office (HPAO) and Vandy in Health (VIH) including questions related to the committee letter process and status appointments and services available resources and general program information.
- Maintain confidentialityregardingcommunication and information received/gathered inoffice.
Performs other related duties as assigned.
Qualifications
High School Diploma or GED is required.
At least 1 year of directly comparable experience isnecessary.
Strong organizational skills are necessary
Ability to work on multiple projects is necessary
Must have strong attention to detail when reviewing proofreading and formatting documents to ensure accuracy consistency and professionalism.
Customer Service driven attitude is required; Strong customer service experience is necessary
Demonstrated proficiency in Microsoft Office Suite and Adobe Acrobat including Outlook (email and calendar) Word Excel Forms PowerPoint and PDF editing tools.
Previous experience in higher education is preferred.
Stronginterpersonal andverbaland written communicationskills.
Required Experience:
IC
Key Skills
- Fashion Retail
- Advisory
- DCS
- Activex
- Jboss
- Architecture
About Company
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville , Tennessee, on a 330+ acre campus and ... View more
