The Administrative Specialist is part of the Office of Faculty Affairs at Vanderbilt University School of Nursing (VUSN). Reporting to the Director of Faculty Affairs, the Administrative Specialist will support faculty recruitment, appointments, credentialing, promotions, and other activities aligned with college policies, regulations, and procedures.  This position will engage with a wide range of colleagues (faculty, staff, and senior administrators) in various areas and central offices. This role requires problem-solving skills and the ability to take responsibility for the success of various tasks and projects.  This is a full-time hybrid position.

About the Work Unit:

VUSN Faculty Affairs is the primary office that executes the posting, recruitment, and appointment of primary, secondary and adjunct faculty appointed through the School of Nursing.  The office works collaboratively with the Dean, Senior Associate Deans, Provosts Offices and a variety of Vanderbilt University Offices in the execution of this responsibility. Due to the nature of the work, the department is highly collaborative with individuals and departments internal to the school and university as well as individuals external to Vanderbilt.

About Vanderbilt School of Nursing: (VUSN):

With a history dating back to 1908, Vanderbilt University School of Nursing has a long-standing reputation for excellence in nursing, teaching, practice, informatics and research. The school offers graduate level education in the Master of Science in Nursing, Doctor of Nursing Practice and the Doctor of Philosophy* (*degree awarded through the Graduate School).  VUSN is a community that welcomes staff, students, faculty and colleagues from many different professional and personal backgrounds. The vast diversity of thought and experience you will find here will not only enrich your work environment, it will also serve as a valuable foundation as you seek and fulfill your 
professional goals.

Key Functions and Expected Performance:

Faculty Appointments and Reappointments:
•     Provides support for the appointment and reappointment of faculty, including producing appointment and reappointment letters, collecting documentation for appointments and reappointments, and maintaining accurate faculty information in all systems.

Faculty Records Management:
•     Maintains faculty files and other records (e.g. spreadsheets, databases) in support of the promotions process, annual reporting, and accreditation reviews.
•     Reviews and updates the content of the Faculty Affairs section of the VUSN Personnel database.
•     Maintains Faculty Affairs working database, keeping it accurate and up to date.

Faculty Recruitment and Onboarding:
•     Responsible for assisting with new faculty recruitment, including creating and posting advertisements, booking travel arrangements, assessing interview availability, creating interview itineraries and processing expense reimbursements.
•     Assists with scheduling, promotion, and execution of faculty candidate interviews and visits.

Faculty Affairs Administrative Functions:
•     Provides procurement and general expense transaction support for the department.
•     Manages VU One Card for the department and reconciles expenses on a monthly basis.
•     Provides backup administrative support to other members of the Office of Faculty Affairs.
•     Performs other duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Director of Faculty Affairs.

Education and Certifications:

•     A high school diploma is required; a bachelor’s degree is preferred.
•     At least three years of comparable experience is necessary.
•     Experience in higher education or within an office environment with confidentiality considerations is preferred.

Experience and Skills:
•     Strong team player who works collaboratively with staff, faculty, and academic administrators is necessary.
•     Excellent interpersonal and communication skills are necessary.
•     Demonstrated rigorous attention to detail and strong organizational and analytical skills is necessary.
•     Proven ability to prioritize and multi-task is necessary.
•     Demonstrated ability to interact with people from diverse backgrounds effectively is necessary.
•     Proven ability to work independently and in teams is necessary.
•     Thorough knowledge of Microsoft Office Suite is necessary.
•     Willingness to learn new software programs as appropriate is necessary.