Administrative Specialist

Vanderbilt University•Nashville, TN

About The Position

About the Work Units: The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty includes several International Congress of Mathematicians (ICM) speakers and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics including biomathematics, combinatorics, geometry and topology, group theory, PDEs, universal algebra & logic, and harmonic analysis. The research achievements of Vanderbilt mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMS-MAA Mathematical Meetings. The Earth and Environmental Sciences are aimed at understanding Earth's dynamic history — how Earth "works" and records its origin and age in rocks and landscapes — and how geological processes affect modern environmental and ecological systems. Among the natural sciences, ours is the quintessential interdisciplinary science, providing vital perspective on how Earth's physical and geochemical templates simultaneously sustain and threaten life, and influence human interactions with Earth.

Requirements

Working knowledge of Outlook, Word, Excel, and Adobe Acrobat
Strong organizational skills and detail-oriented with an emphasis on self-managing multiple tasks and proven capabilities to meet deadlines
Effective verbal and written communication skills
Excellent customer service skills
Experience with administrative systems, policies, and procedures
Enjoy working independently and as part of a team

Nice To Haves

High proficiency in MS Office (Excel, Word), Adobe Acrobat, Slack, Zoom, and standard website interfaces
Experience managing multiple calendars and/or complex calendars
Proficient user of Vanderbilt systems including, but not limited to Concur, Oracle, and REDCap
Experience with Box and One Drive
Excellent verbal and written communication skills

Responsibilities

Assist in the administrative day-to-day operations of the department
Provide administrative support to the Administrative Officer, Administrative Manager, Program Manager, and Department Chair, as needed.
Serves as Departmental Procurement Requester, processing procurement orders, such as office and break room supplies.
Serve as a departmental One Card holder, for procurement and travel purchasing.
Serve as Guest Travel Coordinator for all departmental seminar speakers, as well as other invited guests. This includes lodging, airfare, parking, and travel expense reimbursements.
Event planning for guest speakers and lecture series, as requested, to include placing regular catering orders.
Reserve campus rooms via EMS, as needed.
Update the department website and other communication platforms [displays, newsletters]
Submit facilities work orders, as needed, and process all key and new phone number requests.
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 self-manage multiple projects with varying deadlines.
Must have the ability to maintain confidentiality and use discretion
Excellent professional written and verbal communication skills
Screens department phone calls and administrative email inboxes 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