The Administrative Specialist is part of the English Department, in the College of Arts and Science, at Vanderbilt University, and is a key individual contributor responsible for managing administrative functions of the graduate program in the English Department. The primary responsibilities of the position include managing the graduate program, including recruitment, booking travel, organizing guest lectures and events etc. The Administrative Specialist reports directly to the Administrative Manager and works closely with the Director of Graduate Studies. The position requires a thorough understanding of University policies and procedures.
Duties and Responsibilities:
Serves as a point of contact for the Graduate program.
Works closely with the Director of Graduate Studies, Graduate School, and students to track progress toward matriculation, schedule comprehensive exams and dissertation defenses etc.
Coordinates admissions in SLATE, prospective graduate student recruitment and orientation annually.
Prepares and processes honoraria payments and expense reimbursements for department guests, job candidates, and graduate student recruits.
Initiates requisitions in Oracle Procurement and makes routine purchases with the Vanderbilt One Card.
Processes graduate student payroll including stipend payments and teaching assistant payments in Oracle.
Processes Graduate Award Forms (GAF's) each semester for the graduate students.
Event plans for guest speakers and lecturers including:
Books travel for guests and arrange itineraries (ground transportation, meals, accommodations etc.)
Assists with design of promotional materials for events as well as marketing/publicizing events.
Other duties as assigned
A Bachelor's degree from an accredited institution of higher education is preferred .
Experience working in a higher education/academic setting is preferred .
Strong interpersonal communication skills is necessary .
Demonstrated ability to work independently and collaboratively is necessary .
Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary .
Ability to analyze and solve problems in a timely manner is necessary .
Knowledge of University policies, processes, and procedures is preferred .
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000753
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.