The Administrative Assistant is part of the Office of Student Accountability, Community Standards, & Academic Integrity in the Dean of Students division at Vanderbilt University and is a key individual contributor responsible for administrative duties of a complex and highly confidential nature in support of departmental activities. This position provides administrative support for the Director, two Assistant Directors, the Undergraduate Honor Council, and two Graduate Assistants. Reporting directly to the Director of Student Accountability the Administrative Assistant work requires regular contact with faculty, senior administration, staff, the Vanderbilt University Police Department, representatives of other state agencies and universities, special investigators from the FBI and other governmental agencies, students and their parents, and the public.
The Administrative Assistant works with a confidential online file management system and several other custom software applications, coordinates all student appointments for the office, performs disciplinary and reference checks for students applying for various opportunities before and after graduation (study abroad, graduate schools, licensing boards, government positions, etc.). Additionally, the Administrative Assistant handles routine office work such as calendar management, telephone calls and faxes, mail, event planning, etc.
The Office of Student Accountability, Community Standards, & Academic Integrity promotes good citizenship within the Vanderbilt University community by educating students to respect themselves and others, to act responsibly, and to expect to be held accountable for their actions. The student accountability and honor systems address student violations of University policy through fair, consistent, and confidential procedures. Members of the Office of Student Accountability assist in the management of the administrative processes for cases involving alleged violations of University policy and the Honor Code in a manner that ensures the integrity of those processes as well as adherence to the office's and the Honor System's missions and policies.
The Office of the Dean of Students serves a central role in student learning and development at Vanderbilt, advancing the University's mission of teaching, research, and service by fostering academic and social networks through which students develop as intentional learners and global citizens. The Office of the Dean of Students creates opportunities to involve students, faculty and staff in diverse learning communities and provides a critical support structure for enriching the overall student experience. We achieve these ends through strategic alignment, both internally and in concert with other university departments. We care deeply. We educate completely. We lead with excellence. Diversity, equity, inclusion, and mental health are top priorities for the institution and by extension the offices of the Dean of Students. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Duties and Responsibilities
Reception and Communication
Provide a welcoming reception to a diverse population of students, faculty, and staff who visit the office to ensure a positive experience with the Office of Student Accountability, Community Standards, and Academic Integrity. Alert office staff of appointment arrivals.
Screen and direct incoming telephone calls in a respectful and professional demeanor to ensure a positive experience with the Office of Student Accountability, Community Standards, and Academic Integrity.
Process and appropriately answer or refer emails in personal and general email accounts to ensure a positive experience with the Office of Student Accountability, Community Standards, and Academic Integrity.
Process and appropriately distribute mail in a timely and accurate manner.
Process correspondence with students to request meetings in a timely and professional manner and in accordance with office procedures to support timely resolutions to office matters.
Schedule student accountability and Honor Council investigative meetings over the phone and via email in accordance with instructions from student accountability officers and Honor Council investigators to support timely resolutions to office matters.
Prepare correspondence, presentation materials, and spreadsheets to assist office staff members in completing their job responsibilities.
Disciplinary Record Maintenance
Maintain and update files in the student disciplinary database to ensure the information is accurate and in compliance with the University's document retention policy.
Process incident reports and create files within the student disciplinary database in a timely manner and in accordance with office procedures.
Maintain and preserve the confidentiality of disciplinary records in accordance with federal regulations and University policy.
Create disciplinary disposition letters and reports to provide accurate information to internal departments and external organizations regarding current and former students' disciplinary histories.
Acquire and maintain working knowledge of disciplinary policies and procedures to ensure compliance with federal regulations and University policies and procedures.
Perform procurement duties for the department including processing departmental purchases using the One Card and Oracle Purchasing. Ensure purchases and related reporting are processed timely and accurately in Oracle and in accordance with university Procurement policies.
Coordinate complicated meeting schedules and multiple calendars to assist office staff members in completing their job responsibilities.
Maintain complex filing system for budgeting/financial files in accordance with office and University procedures.
Coordinate inventory and ordering of office supplies and equipment to ensure office staff members and the Undergraduate Honor Council can perform their responsibilities.
Maintain the common kitchen area to ensure it is properly supplied and functioning.
Monitor the department's community standards hotline on a regular basis and provide timely information to the Director to ensure a prompt response to urgent matters.
Maintain current knowledge of relevant technology to adequately support office staff and the Undergraduate Honor Council.
Utilize good judgment to modify priorities and deadlines to support office staff and the Undergraduate Honor Council in completing their responsibilities.
Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division.
Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse 'Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.
Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.
Associate's degree is necessary.
Bachelor's degree is preferred.
3 years of relevant experience is necessary.
Strong organizational skills and self-motivation is necessary.
Strong communication (oral and written) and public relations skills is necessary.
Strong computer skills in the use of word processing, spreadsheet, email, internet applications, and student databases is strongly 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: 10000704
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.