The Administrative Assistant I serves as an initial point of contact for employers and the employer relations team at the Career Center, greeting all employers and guests. This position works closely with employers of various industries to schedule several recruiting programs and activities. The position supports educational and recruiting activities for Vanderbilt talent, while also providing exceptional customer service. The Employer Relations Administrative Specialist works closely with all members of the office to communicate information about employer engagement activities. Opens office at 8:00 am and closes office at 5:00 pm.
The Vanderbilt Career Center serves undergraduate students enrolled full-time in the Blair School of Music, College of Arts and Science, School of Engineering, Peabody College, and graduate students in the Graduate School. In addition, the Center provides career coaching to recent graduates (0-2 years) after graduation. The Center provides many opportunities for students to learn about and explore professional opportunities, including internships, career coaching, credit-based career courses, workshops, career panels, on-campus recruiting, job fairs, and industry-based Treks. The Career Center also supports students seeking graduate school admission and prestigious scholarships and fellowships. The Center consists of a leadership team, a coaching team, an employer relations team, and support staff.
Duties and Responsibilities
Manage traffic flow and greet guests to the Career Center. Assist students with room reservation requests for virtual and/or phone interviews.
Assist the front desk operations by answering the Center's main phone line and responding to or delegating the Career Center Recruiting email inbox. Serve as a backup office liaison to the maintenance department, the IT department, the security access department, the phone system, and the purchasing department. Assist other departments with reserving conference rooms. Keep Center open during special event programming.
Maintain inventory of supplies for the interview rooms, including technology and break room hospitality supplies.
Manage DoreWays account approvals (for employers) and job and internship postings, employer hospitality, and data entry.
Manage Information Sessions requested through the Career Center. This includes building and maintaining relationships with campus events contacts and coordinating all aspects of the events within DoreWays.
Oversee and execute the Interviewing program for the Career Center. This includes reviewing requests and approving in DoreWays, and communicating with employers hosting interviews (either in-person or virtually).
Develop the content of weekly newsletters with Employer Relations Specialists to share with Vanderbilt campus
Provide support setting up employer conversations with Employer Relations team members
Provide event support at Career Fairs, Information Sessions, and additional programming as needed
High School Diploma or equivalent plus three years of related experience in a higher education setting is necessary.
Bachelor's degree with related experience is preferred.
Consistently pleasant greeting style and friendly, helpful nature.
Strong attention to detail and accuracy.
Excellent verbal and written communication skills; strong interpersonal and presentation skills.
Strong initiative, with the ability to work independently and as part of a team.
Ability to maintain confidentiality of records and information.
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: 10000776
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.