Administrative Specialist, Department of Psychology

Vanderbilt University • Nashville, TN

411d

About The Position

The Administrative Specialist plays a crucial role in the Department of Psychology at Vanderbilt University, providing essential administrative support for faculty appointments, visa applications, event coordination, and departmental communications. This position collaborates closely with the Admin Manager and faculty, ensuring smooth operations within a dynamic academic environment.

Requirements

• High School Diploma or GED is necessary plus 2-3 years of experience.
• An Associate's Degree or Bachelor's Degree from an accredited institution is preferred.
• Demonstrated rigorous attention to detail and strong organizational and analytical skills.
• Excellent oral and written communication skills, and high interpersonal skills.
• Proven ability to execute multiple tasks in a fast-paced environment under pressure.
• Demonstrated ability to work independently and collaboratively.
• Two years' experience working in a higher education/academic setting is highly preferred.
• Two years' experience using Vanderbilt systems including Oracle and RedCap is preferred.
• Three years' experience using Adobe Professional and Microsoft Office proficiency (including Word and Excel) is preferred.
• Familiarity with website maintenance and management applications such as MyEMMA and WordPress.

Nice To Haves

• Experience in a higher education setting.
• Familiarity with event coordination and management.

Responsibilities

• Handle expense reports and faculty appointments and re-appointments.
• Manage the Chair's calendar.
• Process H1B and J1 visa applications for faculty and visiting scholars.
• Implement new faculty recruitment, advertisements, travel, and expense reimbursements.
• Manage departmental events such as Fall Assembly, Joint Holiday Party, and Psychology Day.
• Provide procurement and general expense transaction support for the department.
• Manage VU One Card for the department and reconcile monthly.
• Provide website and department newsletter management.
• Perform other duties as assigned.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities
• Flexible scheduling options

What This Job Offers

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