The Administrative Assistant I 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 graduate program and related activities. The primary responsibilities of the position include support of the graduate program, coordinating graduate and departmental events, scheduling, booking travel, and serving as the department procurement requestor. The Administrative Assistant reports directly to the Administrative Manager in the History Department and works closely with the Director of Graduate Studies and the Associate Department Chair. This position requires a thorough understanding of University policies and procedures.
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 graduate program
Work closely with the Director of Graduate Studies
Maintaining calendar of various deadlines related to the program
Management and organization of admissions and recruitment processes; coordinate annual orientation
Schedule exams and defenses; graduate course scheduling
Prepare Graduate Award Forms (GAF's) each semester
Process student payroll including stipends and teaching assistant assignments
Diligent record keeping for all graduate student and program files
Point of contact for graduate student inquiries and graduate student organizations
Assist in processing all required forms for graduate program
Work with Financial Unit Manager to process departmental graduate support funds
Expense delegate for faculty and graduate students
Compile and decipher data as requested by Assoc. Chair, DGS, and Administrative Manager
Departmental Procurement and One Card purchasing contact and Guest Travel Coordinator
Coordinate invited speakers and events (colloquia, seminars) as needed
Provide knowledge and support for Oracle users (faculty, staff, and students)
Line manager for graduate student assistants
Maintain departmental website, news, listserv, and events
Additional duties as assigned
This position has supervisory responsibility over student workers. This position reports to the Administrative Manager of the History Department.
Internal Number: 2000879
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.