Senior Administrative Assistant

The Senior Administrative Assistant in the Office of Biomedical Research Education & Training (BRET) is a key contributor in providing administrative support to the Senior Associate Dean along with the clerical and event-support needs of the BRET Office as well as the event coordination and administrative efforts of the lab of the Senior Associate Dean. The Senior Administrative Assistant oversees the calendar management travel arrangements and scheduling of meetings among other meeting support (minutes follow-up tasks reminders and agendas) for the Senior Associate Dean of BRET. Other clerical duties include procurement and One Card supervision and assisting with various small and large-scale events for both the BRET Office and the Senior Associate Deans lab throughout the year as needed. This 40-hour per week non-exempt position requires someone who is a mature proficient detail-oriented professional eager to serve the executive needs of the Senior Associate Dean while also fulfilling duties for the BRET Office to operate in a smooth productive atmosphere.

The BRET Office supports and coordinates graduate education postdoctoral training minority affairs career development trainee well-being and stipend and grant support for the Vanderbilt biomedical research trainee community. Within the BRET Office are the Office of Career Development ASPIRE Program the Office of Outcomes Analysis and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Duties and Responsibilities:

Senior Associate Dean Support: (60%)

• Prioritize and schedule multiple complex meetings for the Senior Associate Dean including usage of Outlook calendar Doodle polls etc.

• Provide support for the Senior Associate Deans reoccurring meetings including email reminders agendas meeting minutes attendance tracking and email coordination and communication on behalf of the Sr Associate Dean.

• Coordinate with BRET Office Senior Director of Strategic Initiatives on arising BRET issues and current initiatives that need action and coordination with the Senior Associate Dean.

• Assist in travel arrangements including processing of travel expense reimbursements and monitoring receipt of business expenses.

• Serve as key Chazin lab procurement requester.

• Assist Chazin Lab Manager in organizing and running Chazin lab events.

• Assist Senior Associate Dean with grant applications and requests for information.

• Maintain working knowledge and understanding of travel and business expense policies and procedures.

BRET Office Support: (40%)

• Coordinate logistics for meetings of the BRET office including space reservations and set-up virtual accommodations and troubleshooting audio/visual needs and equipment set-up for the general BRET office including

• Greet and assist students faculty staff and guests with questions and concerns and direct to appropriate places.

• Answer and transfer phone calls.

• Archiving storing and organizing digital files for clerical posterity and efficient use including meeting minutes presentation slides and letters of support.

• Disseminate mail to appropriate office members.

• Keep kitchenette conference rooms and filing and storage areas stocked and organized.

• Contact VUIT facilities maintenance and housekeeping as necessary.

• Maintain listservs and email groups for various committees and groups serviced by BRET

• Make room reservations for staff members for various events classes and programs.

• Maintain working knowledge and understanding of travel and business expense policies and procedures.

• Assist with both small and large-scale BRET Office events as needed.

• Track progress on and facilitate with appropriate parties for letters of recommendation statements of diversity and other documents as requested.

• Utilize REDCap Oracle Box Microsoft Office calendaring and other platforms as appropriate for job function.

• Understand and communicate new/updated policies procedures deadlines and timeframes from the Office of Postdoctoral Affairs VUMCs Medical Center Relations International Student Services Offices and other related federal or University agencies.
• Attend School and University meetings related to the position.
• Attend appropriate training offered by the University.

• Other duties as assigned.

Qualifications

• A Bachelors degree from an accredited institution of higher education and at least 2-3 years of relevant work experience is necessary.

• Strong organization skills with an emphasis on managing multiple tasks and proven capabilities to meet deadline is necessary.

• Effective oral and written communication skills are necessary.

• Experience managing multiple calendars and/or complex calendars is necessary.

• Excellent verbal and written communication skills.

• Careful and accurate as well as detail-oriented.

• Enjoy working independently and as part of a team.

• Preferred Software / Vanderbilt Systems Knowledge:

  • MS Office proficiency (including Word Access and Excel) Adobe Professional

  • Proficient user of Vanderbilt systems included but not limited to Oracle and Concur