The Administrative Assistant II will provide Vanderbilt's Writing Studio and Tutoring Services with administrative support of procurement, budgetary, and personnel activities. The Administrative Assistant II will also provide secretarial duties as needed; respond to client needs by consulting with others as appropriate or by following established departmental guidelines; and organize flow of daily operations to ensure service priorities are met.
The Writing Studio offers all members of the Vanderbilt scholarly community--undergraduate and graduate students, as well as postdoctoral fellows, faculty and staff--the opportunity to meet individually with skilled writing consultants (undergraduate, graduate, and professional staff) to talk about any writing project or concern. With a talented staff of undergraduate and graduate tutors, Tutoring Services supports student academic achievement through one-on-one tutoring and a group study program in many introductory and intermediate level courses in Biological Sciences, Chemistry (General & Organic), Economics, Mathematics, and Physics. The team that oversees both aims to provide each program's clients with the highest quality of support, which requires supporting the undergraduate and graduate students employed as tutors and writing consultants with a rich extracurricular learning and professionalization experience of their own.
Duties and Responsibilities
Compiles historical budget/grant data and recommending allocation of funds.
Projects spending for events throughout the fiscal year.
Researches, resolves, and justifies discrepancies with budgets.
Ensures that event and office supply purchases are executed on or under budget.
Compiles data, conducts research assignments, and summarizes findings according to general instruction.
Coordinates logistical arrangements for meetings including space reservations, catering, audio/visual needs, and equipment set-up.
Coordinates and manages special events including space and facilities planning, scheduling event facilitators and attendee registration, and catering.
Collaborates with Marketing Solutions on design of promotional materials by implementing promotional materials in email, website, and campus advertising and coordinating with Printing Services/Campus Copy for production and receipt of materials such as posters, programs, table tents, or brochures.
Assists in hiring process of all student employees - 40-50 undergraduate and graduate.
Advertise positions through appropriate university avenues, organize incoming applications and interview schedule.
Coordinates with Student Employment and HCM Specialist for student hiring and/or terminations.
Verifies student employee I-9 status and providing instructions to students for completing I-9 process.
Resolves discrepancies with student employee wages or assignment.
Provides employment verification of previous consultants or tutors during employer reference checks via phone or email.
Coordinates and maintains records for faculty and/or staff hiring process.
Maintains department personnel files.
Purchases general office supplies, professional services, office furniture, and promotional materials in accordance with Procurement guidelines.
Corresponds with suppliers, independent contractors, and VU purchasing agents.
Maintains university issued credit card (Vanderbilt OneCard) to make general purchases on behalf of the department in accordance with OneCard, Procurement, and Travel and Expense policies.
Coordinates complex and varied travel arrangements for staff.
Act as expense delegate for staff to create expense reports for reimbursement.
Assist in supervising a staff of 40-50 undergraduate and graduate students.
Provide input for performance development for direct reports and coordinate with Director and Support Coordinators regarding performance of consultants and tutors.
Interview, hire, manage, and schedule 5-7 Graduate Clerks.
Assist with conflict resolution.
Train entire staff on using scheduling system, entering session reports, maintaining department policies, and submitting timesheets.
Reviews and approves timesheets of all hourly student employees.
Coordinates with student employees for schedule swaps and substitutes, adjusting online schedules as necessary including coordination of last-minute schedule changes and substitutions.
Maintains student staff schedule and online schedule system to schedule staff based on weekly appointment hours, individual student employee availability, and number of workstations available per hour.
Monitors online schedule system for client appointments and student employee shifts for both Writing Studio and Tutoring Services.
Introduces clients to schedule system and appointment policies.
Assists clients with booking appointments and resolving online technical difficulties.
Organizes incoming submissions for writing competitions or events.
Analyzes databases to assess daily operations and determine office procedures.
Reviews policies and processes and recommends changes as appropriate.
Compiles and analyzes data for annual report and assists with overall layout.
Updates/maintains departmental website(s).
Organizes and enters data from client surveys.
Manages office email account by responding to faculty, student, and staff inquiries on a daily basis.
Composes or drafts correspondence for administrator's signature.
Greets visitors, answer, and direct phone calls.
Submits Plant Operation work orders for suite maintenance issues, occasional lobby area maintenance, and key order requests.
Completes annual space survey, updating changes in layout or occupancy.
Submits help tickets to VMDP / VUIT on behalf of Writing Studio and Tutoring Services staff.
Helps maintain overall organization and cleanliness of workstations in suite area at main and satellite office locations.
Profile of an Ideal Candidate
A High School Diploma is necessary.
A Bachelor's degree from an accredited institution of higher learning is preferred.
Superior communication skills and an affinity for details is necessary.
Thorough knowledge of Microsoft Office suite including Publisher is necessary.
Familiarity with Vanderbilt University is preferred.
Adaptable in changing environments is preferred.
Ability to work independently is preferred.
Energetic, proactive, positive, and a team player is preferred.
Excellent organizational skills and interest in project management is preferred.
Ability to synthesize large and disparate sources of information is preferred.
Working knowledge of Wordpress is preferred.
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.
About Vanderbilt University
Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university's students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the 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. Vanderbilt was recently named as one of "America's Best Large Employers" and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).
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: 1901441
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.