Temporary Services - Admin Asst (FT) Electrical and Computer Engineering

Vanderbilt University•Nashville, TN

About The Position

The Administrative Coordinator (Temporary) provides comprehensive administrative and operational support for the Department of Electrical and Computer Engineering at Vanderbilt University. The role is primarily responsible for managing the ECE Seminar Series, coordinating departmental events, and managing departmental procurement. The position supports academic programming, faculty and student engagement, and daily departmental operations while working with faculty, staff, students, vendors, and external partners in a fast-paced academic environment. The department contributes to the information technology revolution through the development of large-scale integrated circuits, computers, and networks, and supports engineering design and problem-solving. This position does not have supervisory responsibility and reports administratively and functionally to the Senior Administrative Officer.

Requirements

Bachelor’s degree required, though experience may be accepted in lieu of a degree.
Experience in administrative coordination, event planning, or office management.
Strong organizational and time-management skills, including the ability to manage multiple priorities.
Excellent written and verbal communication skills.
Ability to supervise vendors, students, and temporary event staff.
Proficiency with standard office software and enterprise systems.

Nice To Haves

Experience in higher education or research-intensive academic environments.
Familiarity with university procurement and financial systems.
Experience coordinating academic seminars, conferences, or large-scale events.

Responsibilities

Coordinate events and seminars, including arranging vendors, signage, name tags, furniture, décor, catering, rooms, audiovisual support, and technical support.
Organize interviews, workshops, seminars, conferences, and symposiums on and off campus, working with university departments and external partners.
Coordinate guest and speaker travel, lodging, transportation, parking, itineraries, and reimbursement processing.
Support faculty seminars, including senior, invited, special, and endowed seminars; serve as VECAP Events Committee Chair and support Conference Committee activities.
Manage departmental listservs for faculty, postdoctoral scholars, students, and staff.
Coordinate ECE events such as Friends and Family Day, ECE Day, and other signature events; attend related committee and staff meetings.
Determine event décor, food, and signage; manage registrations and attendee communications; reserve event space and parking; oversee event setup and breakdown; and act as the primary point of contact for event-related questions.
Coordinate EAB meetings and related logistics.
Supervise and coordinate students assisting with events, including students supporting events in exchange for attendance.
Manage departmental purchasing in accordance with university policies and procedures, including purchase requests, requisitions, vendor coordination, invoices, and payments.
Reconcile procurement card transactions and expense reports, maintain purchasing and expense records, and support basic budget tracking for seminars, conferences, and events.
Provide general administrative support to faculty, staff, and students; prepare correspondence, reports, and event documentation; maintain departmental records and calendars; and respond to inquiries and coordinate across departmental units.