The Development and Alumni Relations Administrative Support Manager leads a team of administrative professionals that provide direct support to DAR and the DAR leadership team. The position will implement and drive an overall strategy for administrative support as well as oversee the service quality and performance management of the team.
Development and Alumni Relations (DAR) supports Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. DAR is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt's teaching and research programs.
Under the direction of the Executive Director of Finance and Operations, the DAR Administrative Support team is responsible for the direct, daily administrative support of the Development and Alumni Relations leadership team as well as for support for key strategic departmental initiatives.
Duties and Responsibilities
Implements the overall strategy for administrative support.
Works with Development and Alumni Relations leadership team, who have a dotted line reporting relationship to the administrative support team, to align amount and type of support that will be provided to each leader.
Understands departmental needs and manages resources for effective support relationships.
Manages key department functions including managing DAR's office supply inventory, DAR's technology inventory, and assists with new-employee set-up.
Oversees the day-to-day operations of the team to ensure things run effectively and efficiently.
Manages project requests and assignments to assure all team members are effectively deployed.
Coordinates schedules to cover backup needs (for sickness/leave/vacations).
Holds regular team meetings to update the group on relevant issues.
Serves as a subject matter expert on interpretation and applicability of university policies and procedures and requires the team to be aware of and consistently follow them.
Assures team members remain easily accessible to react to business needs of the leader.
Procures services, supplies, and equipment, according to university purchasing policies and guidelines.
Maintains an in-depth understanding and interpretation of Human Resources policies and procedures including Fair Labor Standards Act, Family Medical Leave Act, Americans with Disabilities Act, etc.
Processes confidential and sensitive information in support of administrative activities.
Manages overall performance and development of the team.
Collects and communicates feedback on an ongoing and timely basis.
Motivates, develops and provides coaching and feedback through informal and annual performance and development process.
Creates and promotes a stimulating work environment through excellent communication and the development of programs/initiatives:
Establishes "core" knowledge and skills for the administrative support team and develops training plans to assure team members are competent in required areas. Core knowledge and skills should include, but not be limited to, university policies and procedures related to procurement and travel.
Ensures that team members are appropriately trained on university systems, for example the Oracle ERP, that are necessary for execution of job responsibilities.
Encourages participation in professional development and office activities.
Fosters teamwork within work groups, across functions and throughout the office
Handles special projects other duties as assigned.
Internal Number: 2000877
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.