The Administrative Coordinator is part of the University Relations team in Vanderbilt University's Division of Communications and is an individual contributor responsible for maintianing the associate vice chancellor's calendar, managing the University Relations budget and other financial duties, resolving administrative problems and inquiries, prepairing a range of administrative documents, and providing support for other work and activities in University Relations. This role will report to the Associate Vice Chancellor for University Relations
The University Relations team within the Division of Communications is responsible for developing and executing strategic content and events that advance the university's priorities and promote engagement amongst all core audiences.
Duties and Responsibilities
Manage the Associate Vice Chancellor's calendar.
Organize and schedule all meetings for the Associate Vice Chancellor with campus and external colleagues and for department's senior management team as requested.
Serve as the Procurement Requestor for the department, submit contracts for appropriate approvals, and inventory deliveries.
Have responsibility for One Card for card-appropriate departmental purchases, and be responsible to submit accurate and timely expense reports.
Process travel expense reimbursements for the Associate Vice Chancellor.
Assist with processing and tracking expenses for the department.
Assist with new hire activities including work station assignments, computer and phone set-ups, orientation set-up and more.
Coordinate technology needs for the team with Vanderbilt IT.
Provide assistance for Oracle-related tasks including expense reports and tracking team absence requests.
Help administer employee recognition programs.
Maintain and orders office supplies and equipment and maintains office inventory.
Provide overall support as needed and assigned for department priorities.
Demonstrate understanding of the university's mission, values, goals and priorities and an ability to ensure that all are considered in developing communications strategies.
Demonstrate a commitment to equity, diversity, and inclusion and the importance of equity as an organizational operating principle.
Communicate and collaborate effectively with a wide range of audiences--including faculty, students, leadership, staff, alumni, suppliers and agencies.
Efficiently and effectively manage multiple, complex and results-oriented projects with quick turn-around requirements.
Adhere to confidentiality and business ethics; demonstrate outstanding judgment and discretion.
Perform other relevant duties as assigned.
Bachelor's degree is preferred .
1-2 years of work experience, preferably in an administrative capacity, is necessary .
Competency in basic office software tools (e.g., Microsoft Excel, Word, PowerPoint, Outlook), is necessary .
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: 10000821
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.