Administrative Specialist (Part-Time, Temporary)

Vanderbilt University • Nashville, TN

2d • Onsite

About The Position

The Administrative Specialist (Part-Time, Temporary) is part of the Office of the Vice Provost for Research and Innovation (OVPRI) at Vanderbilt University and is a key individual contributor responsible for assisting with scheduling, travel arrangements, and supporting management of day-to-day administrative support activities in the Office of the Vice Provost for Research and Innovation. This position requires a high level of technical skill, the ability to work autonomously, and agility in coordinating multiple activities in support of a busy office, including dealing with information that is confidential in nature. The expected work schedule for this role is approximately 24 hours per week. Applicants must be available to work on-site Monday, Wednesday, and Thursday. "Temporary" positions are created for a specific time-limited duration of no more than six months. Staff in temporary positions are not eligible for most employment benefits. The Office of the Vice Provost for Research and Innovation (OVPRI) at Vanderbilt oversees the advancement of the university’s research and innovation portfolio. OVPRI offers a suite of services, resources, and activities to catalyze and develop faculty-led research and innovation as well as build research and innovation partnerships with government, private sector, and non-profit entities. The office includes proposal development and sponsor relationship building support, internal funding programs to galvanize research and innovation, pre-award sponsored research services, entrepreneurship training, cross-college research centers and institutes, and technology transfer and commercialization across Vanderbilt University and Vanderbilt University Medical Center. To achieve its mission, the office collaborates deeply with faculty governance committees such as the Vanderbilt University Research Council (VURC).

Requirements

• An Associate's degree from an accredited institution of higher education, or the equivalent experience is required.
• Minimum of three years’ experience is strongly preferred.
• Excellent interpersonal and communication skills (verbal and written) and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to prioritize and manage urgent tasks in a complex, fast-paced environment.
• Office management experience.
• Proficiency in word processing and data entry (e.g., Word, Excel, PowerPoint ) .
• Highly organized and well-coordinated.

Responsibilities

• Support meeting set-up and calendars for OVPRI’s Senior Associate Provosts and for the Research Development and Support (RDS), Sponsored Programs Administration (SPA), and Research Integrity and Compliance (RIC) teams and other OVPRI units as assigned.
• Submit facilities service requests for the RDS and SPA office suites as needed.
• Work with OVPRI’s Senior Associate Provosts, RDS, SPA, RIC and other OVPRI staff as assigned to coordinate travel arrangements, submit expense reports, purchase requisitions, or arrange payments and reimbursements to third parties.
• Act as primary departmental purchase requester in the procurement of supplies, equipment, food/beverage, and other products and services using the appropriate procurement method.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees