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. The role primarily manages the ECE Seminar Series, departmental events, and departmental procurement. It supports academic programming, faculty and student engagement, and daily operations, working with faculty, staff, students, and external partners in a fast-paced academic environment. The position coordinates seminars, conferences, workshops, departmental events, guest travel, event logistics, purchasing, invoices, expense reporting, and records. It also provides general administrative support, prepares correspondence and documentation, maintains records and calendars, and responds to inquiries. The position has no supervisory responsibility and reports administratively and functionally to the Senior Administrative Officer.

Requirements

Bachelor’s degree required; 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 sourcing and overseeing vendors and event staff, arranging supplies and catering, and coordinating room reservations and audiovisual 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 related logistics; assist with 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 and coordinate departmental events, including Friends and Family Day, ECE Day, and other signature events.
Attend event-related committee and staff meetings; determine event décor, food, and signage; manage registrations and attendee communications.
Attend events to oversee setup and breakdown, reserve event spaces and parking, and serve as the primary contact for event-related questions.
Coordinate EAB meetings and related logistics.
Supervise and coordinate students assisting with events, including students attending events in exchange for assistance.
Manage departmental purchasing in accordance with university policies and procedures; initiate and track purchase requests and requisitions.
Coordinate with vendors and manage invoices and payments; reconcile procurement card transactions and expense reports; maintain purchasing and expense records.
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; respond to inquiries and coordinate across departmental units.