What are the responsibilities and job description for the VTS- Administrative Coordinator for the Generative AI Center, College of Connected Computing position at Vanderbilt University?
The Administrative Coordinator is a temporary, full-time position within the College of Connected Computing’s Center for Generative Artificial Intelligence (Gen AI). This person in this role provides comprehensive, high-level support for the senior leaders of the Gen AI Center who are growing the Center’s service delivery and reach at Vanderbilt and across the country. At least three days a week in-person will be required.
The position requires the exercise of independent judgment, the ability to prioritize, attention to detail, initiative, and the ability to make decisions aligned with the goals and programs of the Gen AI Center. The person in this role will handle leaders’ schedules, stakeholder interactions, event planning, and programmatic support.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873, located just over a mile from downtown Nashville, TN. The university’s students, faculty, staff, and visitors frequently cite Nashville as one of the benefits of Vanderbilt. VU is where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work, and never settle for what was good enough yesterday.
Work Unit Description
The College of Connected Computing (CCC) is Vanderbilt’s groundbreaking interdisciplinary college, designed to foster radical collaboration at the intersection of computing and other disciplines. By uniting scholars, students, and industry, the CCC is committed to addressing society’s most pressing problems through technology and collaboration. This position is housed in the Center for Generative AI and will work across the university in close collaboration with the Amplify Generative AI Development Team.
Key Functions and Expected Performance
Administrative Support
• Meet regularly with the two senior leaders (Director and Chief AI Technology Officer) to coordinate, communicate, review schedules, ascertain deadlines, plan projects, and clarify instructions, procedures, and processes
• Serve as a gateway for the Director and Chief AI Technology Officer by managing multiple calendars and complex schedules for meetings, workshops, lectures, and events, applying independent judgment in determining priorities
• Prepare agendas, memos, correspondence, presentations, itineraries, relevant materials, and spreadsheets
• Facilitate meeting logistics, planning, and distribution of materials as needed; attend meetings to record, prepare, and distribute minutes
• Manage and prioritize tasks under the direction of the Director and Chief AI Technology Officer, taking initiative, working independently, and following through to completion, often with competing deadlines
Program Support
• Support event coordination throughout the year
• Coordinate logistics of the popular staff fellows’ program which provides training to Vanderbilt staff members interested in incorporating AI into the professional roles in meaningful ways.
• Support programs relating to strategic areas and initiatives of the Gen AI Center
Office Management
• Oversee ordering and inventory of office supplies
Supervisory Relationships
This position does not have supervisory responsibility. This position reports administratively to the Chief AI Technology Officer.
Experience and Skills
Required:
• Minimum of 3 years relevant experience (academic setting preferred)
• Attention to detail, high level of accuracy, and strong organizational skills
• Utmost attention to maintaining confidential information and security thereof
• Ability to balance diverse needs of various constituents (faculty, staff, alumni, visitors, prospective and current students) and work with flexibility, at times under pressure, on several tasks simultaneously while meeting concurrent deadlines
• Strong proficiency with Microsoft Office Suite, including advanced Excel knowledge
• Professional and clear communication skills, both written and oral
• Willingness to adopt AI tools to perform routine administrative tasks. Training will be provided.
The position requires the exercise of independent judgment, the ability to prioritize, attention to detail, initiative, and the ability to make decisions aligned with the goals and programs of the Gen AI Center. The person in this role will handle leaders’ schedules, stakeholder interactions, event planning, and programmatic support.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873, located just over a mile from downtown Nashville, TN. The university’s students, faculty, staff, and visitors frequently cite Nashville as one of the benefits of Vanderbilt. VU is where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work, and never settle for what was good enough yesterday.
Work Unit Description
The College of Connected Computing (CCC) is Vanderbilt’s groundbreaking interdisciplinary college, designed to foster radical collaboration at the intersection of computing and other disciplines. By uniting scholars, students, and industry, the CCC is committed to addressing society’s most pressing problems through technology and collaboration. This position is housed in the Center for Generative AI and will work across the university in close collaboration with the Amplify Generative AI Development Team.
Key Functions and Expected Performance
Administrative Support
• Meet regularly with the two senior leaders (Director and Chief AI Technology Officer) to coordinate, communicate, review schedules, ascertain deadlines, plan projects, and clarify instructions, procedures, and processes
• Serve as a gateway for the Director and Chief AI Technology Officer by managing multiple calendars and complex schedules for meetings, workshops, lectures, and events, applying independent judgment in determining priorities
• Prepare agendas, memos, correspondence, presentations, itineraries, relevant materials, and spreadsheets
• Facilitate meeting logistics, planning, and distribution of materials as needed; attend meetings to record, prepare, and distribute minutes
• Manage and prioritize tasks under the direction of the Director and Chief AI Technology Officer, taking initiative, working independently, and following through to completion, often with competing deadlines
Program Support
• Support event coordination throughout the year
• Coordinate logistics of the popular staff fellows’ program which provides training to Vanderbilt staff members interested in incorporating AI into the professional roles in meaningful ways.
• Support programs relating to strategic areas and initiatives of the Gen AI Center
Office Management
• Oversee ordering and inventory of office supplies
Supervisory Relationships
This position does not have supervisory responsibility. This position reports administratively to the Chief AI Technology Officer.
Experience and Skills
Required:
• Minimum of 3 years relevant experience (academic setting preferred)
• Attention to detail, high level of accuracy, and strong organizational skills
• Utmost attention to maintaining confidential information and security thereof
• Ability to balance diverse needs of various constituents (faculty, staff, alumni, visitors, prospective and current students) and work with flexibility, at times under pressure, on several tasks simultaneously while meeting concurrent deadlines
• Strong proficiency with Microsoft Office Suite, including advanced Excel knowledge
• Professional and clear communication skills, both written and oral
• Willingness to adopt AI tools to perform routine administrative tasks. Training will be provided.