Administrative Specialist

Vanderbilt University•Nashville, TN

27d

About The Position

Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on organizational and operational needs.

Requirements

Strong time management skills: ability to operate independently, prioritize, and accomplish complex initiatives within deadlines.
Ability and willingness to adjust to changing priorities on short notice and manage multiple projects with varying deadlines.
Must have the ability to maintain confidentiality and use discretion
Excellent professional written and verbal communication skills

Responsibilities

Serves as a Departmental Procurement Requester.
Provide administrative support to the Program Coordinator as needed.
Process procurement orders, assist faculty and students with expense reimbursements when needed.
Manage departmental seminars, to include serving as Guest Travel Coordinator for visiting speakers (guest travel arrangements, itineraries, and reimbursements), event announcements and keeping reception supplies stocked.
Experience in event planning and execution, assisting the Program Coordinator in collaboration with Administrative Manager and faculty in coordination of department and program events, workshops, and related activities, and to include arranging catering as needed.
Serves as Guest Travel Coordinator for department and program related travel, to include assisting students will travel-related payments.
Screens department and program email boxes as needed
Maintains access to selected calendars to schedule meetings involving multiple participants related to departmental and program events
Point of contact for communication for website updates, calendars, and redcap forms/needs related to department events, colloquium and other program activities
Other duties as assigned