Administrative Coordinator - VTS

Vanderbilt University • Nashville, TN

11d

About The Position

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 Director's strategic objectives. This position provides comprehensive administrative and operational support for the Health Professions Advisory Office's committee letter process. The role encompasses database management, quality assurance of recommendation letters, and coordination of the entire letter workflow—from 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 students and alumni (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 opportunities including: 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.

Requirements

• High School Diploma or GED is required.
• At least 1 year of directly comparable experience is necessary.
• 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.
• Strong interpersonal and verbal and written communication skills.

Nice To Haves

• Previous experience in higher education is preferred.

Responsibilities

• 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 Director’s 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 confidentiality regarding communication and information received/gathered in office.
• Performs other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED