Administrative Specialist

Position Summary

The Administrative Specialist provides administrative and operational support to the Arts & Science

Dean’s Office, Arts & Science Office of Academic Services (OAS), and the College of Arts and Science

Pre-Major Advising. Reporting directly to the Administrative Manager, duties include administrative

support of deans, faculty, staff, and students that interact with the OAS and Pre-Major Advising. This

position performs administrative duties requiring complex decision-making skills and sound judgment.

The position requires a thorough understanding of University policies and procedures.

About the Work Unit

The College of Arts & Science at Vanderbilt University is a highly selective liberal arts college at the heart

of a major research university. It seeks to attract a diverse student body of high promise and ability from

throughout the United States and the international community. Its mission is to engage in significant and

innovative research, scholarship, and creative expression in the humanities, natural sciences, and social

sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the

liberal arts and sciences, and to foster service to society overall.

Key Functions and Expected Performance

• Assist the Administrative Manager with daily operations, including maintaining office resources and supplies through Procurement and OneCard
• Assist with visitors and telephone/email outreach, addressing questions and requests, providing guidance on processes and procedures, and directing appropriate resources, as needed
• Support with activities associated with and based on the academic calendar
• Support planning for faculty and student events
• Assist with enrollment management and course registration
• Build and manage online databases and surveys in REDCap
• Assist Office of Academic Services Assistant Deans with committees, programs, and administrative tasks, including scheduling and expense reporting
• Serve as Guest Travel Coordinator
• Manage telephone and email support for OAS
• Support other Deans in Arts & Science with special projects, as needed
• Maintain departmental records and files
• Continually develop and evaluate operational processes and procedures
• Handle and maintain strict confidentiality of sensitive information, including student health and personal information, communicating with Student Care Network and instructors, as needed.

• Additional duties, as assigned

Supervisory Relationships

This position has no supervisory responsibility. This position reports directly to the Administrative Manager.

Education and Certifications

• A High School diploma or GED is necessary.
• An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.
Knowledge of university workings is preferred

Experience and Skills

• Strong organizational & analytical skills is necessary.
• Resourceful and detail-oriented is necessary.
• Excellent interpersonal written & oral communications skills is necessary.
• Ability to plan, develop, and coordinate multiple projects is preferred.
• Ability to work both as a member of a team & independently is necessary.
• Microsoft Office proficiency (including Word and Excel) is strongly preferred.
• Adobe Professional is preferred.
Experience with REDCap and Interfolio is a plus

Key Characteristics of a Successful Team Member in this Work Unit :

• Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions.
• Reliable – Does what they say they will do, when they say they will do it. Shows up for work when
• expected. Doesn’t push the burden of work volume or deadlines to others.
• Responds Promptly – When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a time frame by which the requester can expect a full response.
• Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
• Hard Working – Is industrious as well as efficient (busy isn’t the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.