The Administrative Assistant II is part of the History Department, in the College of Arts and Science, at Vanderbilt University, and is a key individual contributor responsible for managing the administration of the undergraduate program and daily departmental operations. The primary responsibilities of the position include processing all forms related to the undergraduate program, coordinating undergraduate and departmental events, course scheduling, purchasing supplies, and booking travel. The Administrative Assistant II reports directly to the Administrative Manager and works closely with the Department Chair and Director of Undergraduate Studies. The position requires a thorough understanding of University policies and procedures. The position has supervisory responsibility over student workers. This position reports to the Administrative Manager of the History Department.
History has been an integral part of the undergraduate and graduate curriculum at Vanderbilt since the University was founded, in 1873. The Department of History has 43 full-time faculty members that teach an array of courses, and work extensively on research projects. The undergraduate program attracts over 150 majors, and the graduate program enrolls 10 students annually, on average, in a variety of fields. The Department hosts several lecture series with prestigious guest's throughout the Academic Year.
Duties and Responsibilities
Handles the administration of the undergraduate program
Work closely with the Director of Undergraduate Studies (DUS) on course scheduling and all related processes, including but not limited to: catalog updates, registration and enrollment, major/minor declarations, exam scheduling, room assignments etc.
Enter large complex schedule in CPI
Manage enrollments through YES
Assign students with advisors
Work closely with Registrar's Office
Manage student listserve
Compile and decipher data as requested by Chair, DUS, and Administrative Manager.
Responsible for Departmental operations, including plant ops, space and facilities, and room reservations for events and meetings.
Departmental Procurement and One Card purchasing contact and Guest Travel Coordinator.
Provide knowledge and support for Oracle users (faculty, staff, and students.)
Coordinate invited speakers and events (colloquia, seminars, undergraduate events)
Oversee departmental website, news, and events
Hire and supervise graduate and undergraduate student assistants
Additional duties as assigned
Profile of an Ideal Candidate
A High School diploma or GED is necessary plus 2-3 year of experience.
An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.
Strong organizational & analytical skills is necessary.
Resourceful and detail-oriented is necessary.
Excellent interpersonal written & oral communications skills is necessary.
Ability to plan, develop, and coordinate multiple projects is preferred.
Ability to work both as a member of a team & independently is necessary.
Microsoft Office proficiency (including Word and Excel) is strongly preferred.
Adobe Professional is preferred.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university's students, faculty, and frequently cite Nashville and the surrounding area as one of the many perks of being a part of Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for "happiest students" - as well as #2 for "best quality of life" and "great financial aid," #5 for "best run colleges" and "beautiful campus," and #6 for both being in a "college city that students love" and having "great campus/city relations."
About Vanderbilt Benefits
In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 1901508
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.