The Administrative Assistant is part of the Owen Graduate School of Management MBA Program Operations department at Vanderbilt University and is a key individual contributor as the face of Owen for prospective students, current students, corporate recruiters, and other visitors. Reporting directly to the Associate Dean, MBA Program Operations, and indirectly to the Director of the Career Management Center, Director Recruiting, Senior Associate Director Admissions, the Administrative Assistant is a critical partner who is often the first point of contact for hundreds of OGSM guests. Additionally, this individual provides administrative support to recruiting and admissions staff and career management staff.
The Administrative Assistant supports the Associate Dean, MBA Program Operations with overall team administrative tasks including managing a calendar and coordinating team meetings. S/he also supports two teams: Recruiting and Admissions and the Career Management Center. This Administrative Assistant is often the first line of communication for prospective students, current students and corporate recruiters. While juggling many complex administrative tasks, this individual ensures a positive experience for all visitors by being engaging, by professionally addressing complaints, and by quickly solving problems.
The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allows us to interact with students, faculty, alumni and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture - one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today's connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves.
The Recruiting and Admissions Office is a team of forward-facing, pro-active professionals who are committed to finding top talent to join the Vanderbilt Business family. The Office has two internal teams: recruiting team and admissions team. The recruiting team is focused on that: RECRUITING top talent and ensuring that they are converted to an incoming student. The admissions team is focused on BUILDING and YIELDING the incoming class. Together, both teams work closely to ensure that the prospective student experience is the most unique and welcoming.
The Career Management Center is a team of career professionals who 1) develop and execute career education programs to equip students; 2) develop and maintain employers and external partners to continuously improve the quality and breadth of employment opportunities for students across all full-time programs.
Duties and Responsibilities
Provides support for the Associate Dean, MBA Program Operations
Provides support for prospective students, current students, corporate recruiters, and over 20 recruiting and admission staff and career management staff across multiple OGSM degree programs, including MBA, Master of Accountancy, MS Finance and Master of Marketing.
Creates a welcoming space for those entering the office and ensures that all necessary resources are available to these individuals.
Performs general administrative duties including receiving guests, answering phones, responding to emails, making minor website edits, preparing documents, making copies, placing catering orders, distributing mail, restocking office supplies, reserving meeting space, etc.
Coordinates with individuals planning events and meetings (e.g., weekday campus visit days for prospective students) and helps execute by printing itineraries and nametags, scheduling appointments, and resolving issues of missed or conflicting appointments.
Counsels prospective students, by phone, email or in-person, regarding high-level questions about the admissions process.
Hires, trains, and manages student workers for the front desk backup.
Utilizes a CRM and other technology platforms to view and edit information for prospective students and current students.
Initiates payments, assists with reimbursements, books guest travel, and submits expense reports for charges to company credit card.
Profile of an Ideal Candidate
Associate's degree is required; bachelor's degree is preferred.
Minimum 3 years of experience is required; receptionist experience is preferred.
Excellent organization skills and attention to detail.
Excellent communication and interpersonal skills.
Heavy customer service orientation.
Basic Microsoft Word, Microsoft Outlook and Microsoft Excel skills.
Experience using CRM systems is preferred.
Ability to take initiative, think quickly and handle multiple tasks at one time.
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).
About Vanderbilt Benefits
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.
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: 1901992
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.