Office Assistant - Temp

Vanderbilt University•Nashville, TN

1d•Onsite

About The Position

The office assistant is part of the Office of Undergraduate Education in Residential Colleges at Vanderbilt University and is a key individual contributor responsible for giving essential administrative assistance in the office. This position works closely with all staff members in the office, giving high level support in day-to-day operations to the team, reporting directly to the administrative manager. The office assistant is responsible for supporting daily office operations, ensuring the workplace runs smoothly and efficiently. This role involves handling administrative tasks, managing office inventory, greeting visitors, and providing general support to staff. About the Work Unit Residential Colleges is a cornerstone of Vanderbilt’s approach to undergraduate education, intentionally linking academic life with residential education to support student learning, discovery, and growth. Aligned with the goals of the Provost’s Office of Undergraduate Education, the colleges create environments where intellectual engagement extends beyond the classroom and becomes a natural part of daily life. These communities bring students and faculty together in shared spaces that encourage thoughtful dialogue, interdisciplinary exploration, creative inquiry, and a strong sense of belonging. Through academic programs, faculty led discussions, research-oriented experiences, and opportunities for reflection and mentorship, students are supported in developing their academic identities throughout their undergraduate careers. Residential Colleges partners with faculty, staff, and programs to integrate academic enrichment with holistic student development. This collaborative and community centered model ensures that students have frequent and meaningful opportunities to engage with faculty, explore ideas, build connections, and contribute to the vibrant intellectual life of the university. About the Provost’s Office of Undergraduate Education The Provost’s Office of Undergraduate Education (OUE) advances Vanderbilt’s academic mission by supporting more than 7,200 undergraduate students in pursuing rigorous and inquiry-driven learning experiences. OUE collaborates closely with faculty and academic units to develop and sustain programs that promote undergraduate research, scholarly engagement, global learning, and other high impact academic practices that extend beyond the classroom. Through strategic coordination of curricular and co-curricular academic initiatives, including Immersion Vanderbilt, study abroad, and faculty driven academic programming, OUE ensures that students have access to meaningful opportunities for intellectual growth and discovery. By aligning resources, services, and academic support structures, OUE strengthens the undergraduate academic experience and fosters a community committed to learning, curiosity, and academic excellence.

Requirements

A high school diploma is required.
Outstanding organizational skills, including ability to prioritize, and carry out multiple assignments independently and in a timely fashion is necessary
Ability to communicate with students, faculty, staff, and community members in a manner that promotes dialogue and understanding is necessary.
Ability to collaborate with others in a team environment is necessary.

Nice To Haves

Experience working in an office setting is preferred.
Ability to utilize current technology and social networking is preferred.
Working knowledge of Microsoft Word, Excel, Power Point, Canva is preferred.

Responsibilities

Staffing the front desk and answering phone calls
Assist with filing, shredding, scanning, as well as general office organization
Assist with preparations for events when necessary
Commitment to work summer 2026
Regularly scheduled office hours, may include some standing evening/early meetings
During peak periods and major events, hours may be less regular and include nights/weekends
Develop skills in administrative task management
Broaden understanding of administrative operating structure at the university
Other duties as assigned
Contribute to the broader mission and objectives of OUE and the university by serving on divisional and institutional committees, task forces, and working groups
Actively participate in divisional initiatives including professional development workshops, OUE meetings and events that strengthen community and shared purpose
Maintain a working knowledge of relevant university policies, procedures, and systems to support efficient, responsible, and effective operations
Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities across OUE
Stay informed and utilize emerging tools, technologies, and practices, including the artificial intelligence (AI), to enhance and streamline academic and administrative processes that benefit OUE
Perform other work-related duties as assigned