This position is housed in Electrical and Computer Engineering. This position will primarily plan, organize, and manage the daily administrative activities of the department. It will serve as a liaison between faculty, staff, and students and between the School Dean’s Office and the department.
Duties require a strong exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations and academic mission. The position will function with a high degree of understanding of University life, policies, and procedures.

About the Work Unit:
Electrical Engineering has been primarily responsible for the information technology revolution that society is experiencing. The development of large-scale integrated circuits has led to the development of computers and networks of ever-increasing capabilities. Computers greatly influence the methods used by engineers for designing and problem solving.

Duties and Responsibilities
Support to the Chair
• Administrative assistance to department Chair
• Responding to incoming department calls for Chair
• Schedule, attend, & take notes at faculty meetings
• Faculty search administrative support (see section below)
• Helping with ABET accreditation preparation – included but not limited to formatting CV’s, formatting syllabi, & creating binder for ABET visit
• Interfolio Specialist for faculty searches for VUSE
• Create & maintain announcement slides for
• Assist with Faculty Activity Reports – including putting binders together for department records and for Dean’s office and pulling information from Course and Evaluation Reports

Faculty Search Support: 
• Attend committee meetings & take notes

Maintain & update applicant spreadsheet
• Correspond with applicants & letter of recommendation writers – including but not limited to answering questions about visits, application status, application processes, & Interfolio questions – via email & phone
• Maintain faculty search email inbox
• Coordinate applicant visits – including but not limited to itinerary with VU members, travel arrangements, providing food for meetings & meal reservations, & seminars (including room reservation & announcements)

ECE support:
• Provide administrative support for department faculty & staff
• Provide assistance to faculty – included but not limited to travel coordination, expense reports, & ordering research supplies
• Primary face/point of contact for department
• Maintain ECE department calendars
• Order & maintain department office & kitchen supplies & create requisitions
• OneCard administration for department, including expense reports
• Maintain department copiers & paper supply
• Design & maintain fliers for department & programs
• Help staff & students with expense reports
• Maintain department Facebook page
• Maintain ECE department, LASIR, & Risk & Liability websites
• Maintain department listserv’s – faculty, staff, graduate students, freshmen, sophomores, juniors, & seniors
• Invited to be part of social media committee for VUSE
• Assist other department staff however needed – included but not limited to events, spreadsheets, & gathering information
• Responding to incoming calls

Event support: 
• Pull resources together & supervises all people involved in events – including but not limited to vendors, signage, nametags, tables/chairs, décor, & food
• Schedule meetings & presentations, including making room reservations
• Organize interviews, workshops, seminars, conferences, symposiums – both on & off campus
• Work closely with different departments at VU as well as outside VU to set up conferences, workshops, & seminars for CEE faculty
• Guest Travel Coordination (for students & visitors)

• Provide assistance with department events: coordination, visitors, meetings, workshops, food
• Develop & maintain relationships with restaurants & hotels & other vendors
• VECAP – Events Committee Chair & Conference Committee (see section below)
• Support faculty regarding seminars (senior, invited, special, & endowed)

Student Support
• Supervise & coordinate student workers
• Assist student organizations with food ordering, travel preparation & accommodations, supply ordering for events on & off campus (both locally & domestically)
• Help students with expense reports
• OneCard administration for Student Organization OneCard, including expense reports

ECE Events coordination: 
• Manage listserv
• Coordinate all ECE events (Friends and Family Day, ECE Day)
• Attend all committee meetings
• Decide on décor, food, signage
• Handle all registration
• Coordinate all speakers travel, parking etc
• Attend, set up and break down events
• Reserve all space to be used on & off campus, including parking for attendees
• Point of contact for event questions via phone, email, & in person
• Supervise & coordinate students who are helping in exchange for them being able to attend events

Supervisory Relationships
This position does not have supervisory responsibility; this position reports administratively and functionally to senior administrative officer.

Qualifications
• Bachelor’s degree from an accredited institution of higher education is preferred.
• At least 3 years of relevant experience is necessary
• Strong Organizational skills are necessary
• Strong critical thinking/ problem solving skills are necessary
• Experience working with senior leadership is necessary
• Comfort with new technological systems. Ability to adapt easily to changes in technology and process is necessary.
• Ability to work on multiple projects simultaneously is necessary
• Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff is necessary
• Experience working in a higher education/ academic setting 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law. 

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.