Reporting to the Director of the Vanderbilt Brain Institute (VBI), the Executive Assistant is responsible for independently managing the VBI's daily office operations and providing assistance with administrative duties of a complex nature, including overseeing VBI finances. This position will provide high-level communication, project, and organizational assistance for the VBI. Work ranges from standardized office support assignments to performance of administrative and operational duties involving independent decision-making and judgment. This position is expected to exercise discretion in the fulfillment of specified duties. The Executive Assistant will interact with various internal and external stakeholders, including VBI personnel, central and departmental administrators, NIH officials, intramural scientists, and extramural scientists.
The Vanderbilt Brain Institute was founded in 1999 as a trans-institutional entity to oversee and facilitate the extensive neuroscience-related endeavors carried out at Vanderbilt University. As such, the primary missions of the VBI are to promote research, education, and training in the brain-related disciplines at Vanderbilt, with the stated goal of fostering excellence in each of these arenas.
Duties and Responsibilities
Perform administrative and operational duties for VBI and the VBI Director, including managing office operations and providing administrative support.
Provide exceptional customer service to lab managers, researchers, faculty, students, and visitors.
Process reimbursement requests, purchase orders, and OneCard transactions including reconciling division purchasing/procurement transactions.
Order supplies and equipment, and maintain office inventory.
Manage and coordinate student hiring and payroll processes.
Reconcile non-payroll budget expenses, and research and resolve discrepancies.
Draft correspondence for the VBI Director, as well as VBI-related materials.
Assist in grant applications and renewals, including preparing detailed grant budgets.
Review and analyze requests for VBI information from internal and external parties.
Schedule and coordinate meetings and other special events, including scheduling space, setting up audio/visual equipment, making travel arrangements and preparing itineraries for campus visitors, ordering food/drink, and setting up refreshments.
Assist in coordination of Neuroscience Graduate Program and directly interfaces with students.
Oversee VBI's website and social media, and make necessary updates.
Maintain confidentiality of sensitive information and follow best practices for documentation and record-keeping.
Communicate verbally and in writing key concepts and requirements to individuals at all organizational levels.
Other duties as assigned by the VBI Director.
Profile of an Ideal Candidate
An Associate's degree from an accredited institution of higher education is required.
A Bachelor's degree from an accredited institution of higher education is highly preferred.
At least three years of related experience is required.
Strong written and oral communication skills are required.
Exceptional customer service skills are required.
Excellent Microsoft skills with advanced skills in Word and Excel are required.
Database experience and experience with grant proposal web applications is required.
Experience managing a calendar and handling travel arrangements is required.
Ability to work independently as well as part of a team is required.
Ability to take initiative, multi-task and work well under pressure is required.
Ability to effectively research information is required.
Independent decision-making skills are required.
Critical thinking skills are required.
Ability to handle confidential information is required.
Strong proofreading and editing skills with precise attention to detail are required.
Knowledge of Vanderbilt policies and procedures, including Oracle is preferred.
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: 1901975
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.