The Administrative Specialist is part of Calhoun Hall in the College of Arts and Science at Vanderbilt University and is responsible for assisting with the financial activities of the departments of Economics and Medicine, Health, and Society. The Administrative Specialist reports directly to the Administrative Coordinator in Calhoun Hall. The Administrative Specialist performs complex administrative duties requiring high-level decision-making skills and sound judgment. The position requires a thorough understanding of university policies and procedures.  

Duties and Responsibilities:

Financials:

Processes all Procurement purchases within the department and programs.  Handles One Card transactions related to supplies, travel, advertising, non-capital equipment etc.  Assists faculty and students with expense and travel reimbursements. Assists with internal events. 

 

Facilities & Classroom:

Responsible for departmental FedEx and mail.        Orders exam blue books and maintains log. Maintains, purchases, and organizes office supplies; responsible for copier supplies and requesting repairs. Responsible for reporting issues with the building and submitting work orders to resolve those issues. Orders keys and maintains key log. Handles copy jobs, printing, and other administrative tasks as needed by faculty and staff.

 

Web, Social Media, and Graphics: 

Updates departmental websites.  Handles social media, including Twitter, Facebook, and Instagram, for both departments. Produces posters for departmental events, using Canva.

 

Vanderbilt University has made the safety of our students, faculty and staff, and our surrounding communities a top priority. As part of that commitment, the University recently announced that students, faculty, and staff are required to be vaccinated against COVID. As a prospective and/or a new employee at Vanderbilt, you will be required to comply with the University’s vaccination protocol.  Effective, August 1, 2021, proof of full vaccination or an approved accommodation will be required before the start of employment in order to work at Vanderbilt University.  

 

Accommodations for medical and religious exemptions can be requested with the Equal Opportunity and Access Office https://www.vanderbilt.edu/eoa/.

 

Supervisory Relationships:

This position has no supervisory responsibility.  The position will report administratively & functionally to the Administrative Coordinator.

 

 Qualifications:

A High School diploma or GED is required. An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred. 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 necessary. Ability to work both as a member of a team & independently is necessary. Microsoft Office proficiency (including Word and Excel) is necessary. Adobe Professional 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.