Senior Administrative Assistant

Vanderbilt University•Nashville, TN

8h•Onsite

About The Position

The Senior Administrative Assistant in the Office of Biomedical Research Education & Training (BRET) is a key contributor in providing administrative support to the Senior Associate Dean, along with the clerical and event-support needs of the BRET Office as well as the event coordination and administrative efforts of the lab of the Senior Associate Dean. The Senior Administrative Assistant oversees the calendar management, travel arrangements, and scheduling of meetings, among other meeting support (minutes, follow-up tasks, reminders, and agendas) for the Senior Associate Dean of BRET. Other clerical duties include procurement and One Card supervision and assisting with various small and large-scale events for both the BRET Office and the Senior Associate Dean’s lab throughout the year as needed. This 40-hour per week non-exempt position requires someone who is a mature, proficient, detail-oriented professional eager to serve the executive needs of the Senior Associate Dean while also fulfilling duties for the BRET Office to operate in a smooth, productive atmosphere. The BRET Office supports and coordinates graduate education, postdoctoral training, minority affairs, career development, trainee well-being, and stipend and grant support for the Vanderbilt biomedical research trainee community. Within the BRET Office are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Requirements

A Bachelor's degree from an accredited institution of higher education and at least 2-3 years of relevant work experience is necessary.
Strong organization skills with an emphasis on managing multiple tasks and proven capabilities to meet deadline is necessary.
Effective oral and written communication skills are necessary.
Experience managing multiple calendars and/or complex calendars is necessary.
Excellent verbal and written communication skills.
Careful and accurate as well as detail-oriented.
Enjoy working independently and as part of a team.

Nice To Haves

MS Office proficiency (including Word, Access, and Excel), Adobe Professional
Proficient user of Vanderbilt systems included, but not limited to Oracle and Concur

Responsibilities

Prioritize and schedule multiple complex meetings for the Senior Associate Dean, including usage of Outlook calendar, Doodle polls, etc.
Provide support for the Senior Associate Dean’s reoccurring meetings, including email reminders, agendas, meeting minutes, attendance tracking, and email coordination and communication on behalf of the Sr Associate Dean.
Coordinate with BRET Office Senior Director of Strategic Initiatives on arising BRET issues and current initiatives that need action and coordination with the Senior Associate Dean.
Assist in travel arrangements, including processing of travel expense reimbursements and monitoring receipt of business expenses.
Serve as key Chazin lab procurement requester.
Assist Chazin Lab Manager in organizing and running Chazin lab events.
Assist Senior Associate Dean with grant applications and requests for information.
Maintain working knowledge and understanding of travel and business expense policies and procedures.
Coordinate logistics for meetings of the BRET office, including space reservations and set-up, virtual accommodations and troubleshooting, audio/visual needs, and equipment set-up for the general BRET office including
Greet and assist students, faculty, staff and guests with questions and concerns, and direct to appropriate places.
Answer and transfer phone calls.
Archiving, storing, and organizing digital files for clerical posterity and efficient use, including meeting minutes, presentation slides, and letters of support.
Disseminate mail to appropriate office members.
Keep kitchenette, conference rooms, and filing and storage areas stocked and organized.
Contact VUIT, facilities, maintenance, and housekeeping, as necessary.
Maintain listservs and email groups for various committees and groups serviced by BRET
Make room reservations for staff members for various events, classes, and programs.
Maintain working knowledge and understanding of travel and business expense policies and procedures.
Assist with both small and large-scale BRET Office events as needed.
Track progress on and facilitate with appropriate parties for letters of recommendation, statements of diversity, and other documents as requested.
Utilize REDCap, Oracle, Box, Microsoft Office calendaring, and other platforms as appropriate for job function.
Understand and communicate new/updated policies, procedures, deadlines and timeframes from the Office of Postdoctoral Affairs, VUMC’s Medical Center Relations, International Student Services Offices, and other related federal or University agencies.
Attend School and University meetings related to the position.
Attend appropriate training offered by the University.
Other duties as assigned.