Administrative Specialist

at  Vanderbilt University

The Administrative Specialist will perform administrative, financial, & clerical services for the Department of Physics & Astronomy and department programs, which may include those of a detailed and confidential nature related to employment and financial administration. This position will report to the Administrative Manager. The Specialist will function with a high degree of understanding of University policies and procedures.
About the Work Unit :
The Department of Physics and Astronomy at Vanderbilt University combines the friendly and supportive atmosphere of a liberal arts college with the excitement and challenge of forefront research. The undergraduate program consists of a focused physics education combined with a wealth of skills from the humanities and social sciences. The bachelor’s degree prepares a student for a career in the private sector or for continuing one’s education in physics, astronomy, engineering, law, medicine and many other fields. Both undergraduate and graduate students actively engage in Departmental research programs that are supported by more than $6 million in external funding annually. These research programs are at the cutting edge of traditional areas of physics as well as being a major contributor to contemporary interdisciplinary institutions and centers.

EDUCATION AND CERTIFICATIONS:

• HS Diploma or GED is required.An Associate’s Degree or Bachelor’s Degree from an accredited institution of higher education is preferred.
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  Experience and Skills :

Required Qualifications:

• Working knowledge of Outlook, Word, Excel, and Adobe Acrobat
• Strong organizational skills and detailed-oriented with an emphasis on 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 proceduresEnjoy working independently and as part of a team

Preferred Qualifications:

• 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, eProcurement, REDCap

• Experience with Google Docs, Box, and DropboxExcellent verbal and written communication skills

DUTIES AND RESPONSIBILITIES:

• Serves as Departmental Procurement Requester.
• Provide administrative support to the Administrative Manager as needed.
• Process procurement orders, assist faculty and students with expense reimbursements when needed.
• Manage departmental Colloquiums, to include serving as Guest Travel Coordinator for visiting speakers (guest travel arrangements, itineraries, and reimbursements), event announcements and keeping reception supplies stocked.
• Experience in event planning and execution, assisting the Administrative Manager and faculty coordinate department and program events, workshops, and related activities as needed, to include arranging catering on a weekly basis.
• Serves as Guest Travel Coordinator for department and program related travel, to include assisting students will travel-related payments.
• 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 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 and program email boxes as needed
• Maintains access to selected calendars in order 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 activitiesOther duties as assigned
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  Supervisory Relationships :
  This position does not have supervisory responsibility, this position reports administratively to the department Administrative Manager.

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville , Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

• Working and growing together as a community of communities… we are One Vanderbilt .
• Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position