The Administrative Specialist role is located in the English Department in the College of Arts and Science at Vanderbilt University. This position is responsible for managing the administration of the undergraduate program and daily departmental operations. The Administrative Specialist reports directly to the Administrative Manager and works closely with the Department Chair and Director of Undergraduate Studies. The position requires a thorough understanding of University policies and procedures. 

About the Work Unit:

The English Department is comprised of the undergraduate, graduate, and Masters of Fine Arts programs. The Creative Writing program, which offers a Master of Fine Arts degree, is housed in the English Department and is managed by the Program Director. The Department of English has over 40 full-time faculty members that teach an array of courses, and work extensively on research projects. The Department and Creative Writing Program host several lecture series with prestigious guest’s throughout the Academic Year.

Duties and Responsibilities:

Manages the Administration of the Undergraduate Program

• Processes major/minor declarations, advisor assignments, & other forms and inquiries such as independent study and grade changes.
• Manages enrollment via Peoplesoft. 
• Tracks undergraduate data for the Director of Undergraduate Studies.
• Tracks the Honors Program (recruitment, applications, defenses).
• Completes the SACS report for the undergraduate program.
• Maintains the major and minor department listservs.
• Works closely with the Director of Undergraduate Studies (DUS).

Course Scheduling 

• Collects scheduling information for Undergrad, Creative Writing, and Ph.D. program for each semester and summer.
• Enters large complex schedule in CPI and YES (coordinating special cases such as cross-listings, eligibility for other majors, mezzanines, new courses, etc.)
• Updates Course descriptions and syllabi.

Administrative Duties 

• Assists Department Chair with special projects and requests.
• Departmental Procurement and One Card purchasing contact and Guest Travel Coordinator.
• Provides knowledge and support for Oracle users (faculty, staff, and students).
• Coordinates invited speakers and events (colloquia, seminars, undergraduate events).
• Responsible for plant operations, space and facilities, and room reservations for events and meetings.
• Hires and supervises undergraduate student workers.
• Other duties/projects assigned by the Administrative Manager.

Website Maintenance

• Updates information on Department website including new course descriptions, pages, publications, and faculty information.
• Posts news & events on department website. 
• Creates graphics for website, posters, and ads. 

Supervisory Relationships:

The position has supervisory responsibility over the graduate and undergraduate student assistants.

Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education is preferred.

Qualifications:

• 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