Senior Administrative Specialist, Electrical and Computer Engineering

Vanderbilt University•Nashville, TN

43d

About The Position

The Senior Administrative Specialist for Electrical and Computer Engineering (ECE) at Vanderbilt University provides comprehensive administrative support to the Department Chair, serving as the primary point of contact for communications, scheduling, correspondence, and special projects. This position manages the Chair's calendar, prepares meeting materials, drafts departmental communications, and maintains confidential records related to faculty evaluations, promotions, and salaries. The Assistant also coordinates course scheduling, classroom assignments, syllabi submissions, and supports departmental events such as faculty meetings, seminars, and student showcases. Additionally, the role ensures efficient day-to-day office operations, oversees the departmental mailroom, and assists with accreditation, program assessment, and logistical problem-solving. Electrical and Computer Engineering is primarily responsible for the information technology revolution that society is experiencing. The development of large-scale integrated circuits has led to the development of computers and networks of ever-increasing capabilities. Computers greatly influence the methods used by engineers for designing and problem solving.

Requirements

A bachelor's degree, or experience in lieu of a degree, is required.
Strong organizational and time management skills; ability to manage multiple priorities and deadlines efficiently.
Exceptional written and verbal communication skills; ability to draft, proofread, and edit professional correspondence and reports.
Proven ability to handle sensitive and confidential information with discretion and professionalism.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning university systems such as Oracle, PeopleSoft, or similar platforms.
Skilled in planning and supporting meetings, seminars, and departmental events.
An understanding of course scheduling, faculty support processes, and academic record-keeping.
An ability to anticipate needs, identify issues, and develop effective solutions independently.
Strong accuracy in document preparation, data tracking, and record management.
An ability to work effectively with faculty, staff, students, and administrators in a professional, service-oriented manner.
Comfortable working in a fast-paced academic environment with shifting priorities.
Experience tracking and organizing data for reporting and assessment purposes.
Demonstrated commitment to providing high-quality administrative support and fostering a positive departmental environment.

Responsibilities

Serve as the primary point of contact for the Department Chair, managing communications, scheduling, and correspondence.
Maintain the Chair's calendar, coordinate meetings, and prepare related materials or agendas.
Draft, proofread, and distribute departmental memos, reports, and official communications.
Manage sensitive or confidential information, including faculty evaluations, promotion files, and salary actions.
Coordinate course scheduling, classroom assignments, and teaching loads.
Assist in preparing course catalogs, syllabi submissions, and accreditation materials.
Support departmental events such as faculty meetings, seminars, and student showcases.
Track teaching evaluations and collect data for program assessment.
Ensure smooth day-to-day office operations and serve as problem-solver for logistics and facilities.
Handle special projects assigned by the Chair or Dean's Office.
Mailroom manager
Assist Administrative Coordinator with Events
ECE Seminar coordinator
Other duties assigned