What are the responsibilities and job description for the Administrative Specialist position at Vanderbilt University?
Key Functions and Expected Performance:
• Serves as a Departmental Procurement Requester.
• Provide administrative support to the Program Coordinator as needed.
• Process procurement orders, assist faculty and students with expense reimbursements when needed.
• Manage departmental seminars, to include serving as Guest Travel Coordinator for visiting speakers (guest travel arrangements, itineraries, and reimbursements), event announcements and keeping reception supplies stocked.
• Experience in event planning and execution, assisting the Program Coordinator in collaboration with Administrative Manager and faculty in coordination of department and program events, workshops, and related activities, and to include arranging catering as needed.
Position Description
Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and
qualifications for this specific role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve
to include additional duties as assigned based on organizational and operational needs.
• Serves as Guest Travel Coordinator for department and program related travel, to include assisting students will travel-related payments.
• Strong time management skills: ability to operate independently, prioritize, and accomplish complex initiatives within deadlines. Ability and willingness to adjust to changing priorities on short notice and manage multiple projects with varying deadlines.
• Must have the ability to maintain confidentiality and use discretion
• Excellent professional written and verbal communication skills
• Screens department and program email boxes as needed
• Maintains access to selected calendars to schedule meetings involving multiple participants related to departmental and program events
• Point of contact for communication for website updates, calendars, and redcap forms/needs related to department events, colloquium and other program activities
• Other duties as assigned