Position Summary:

The Office Manager is a key contributor to the success of the Division of Government and Community Relations (GCR) and Division of Communications and Marketing (MarComm) at Vanderbilt University. The Office Manager will be responsible managing the divisions’ shared office space in the Baker Building, including hoteling and common space policies, and for generally maintaining a productive, collaborative, and accessible work environment. The Office Manager is responsible for procurement and finances related to office space operations and is responsible for a variety of administrative functions, including greeting visitors and managing conference room use. The manager is also responsible for implementing programs and managing amenities that help build community among the hybrid workforce that use the space. The Office Manager will have a strong working relationship with those working in the suite as well as campus partners. The Office Manager is a key role that directly ensures a successful work environment and is the glue that holds the office together. The position is hybrid; the expectation is that the Office Manager will be in the office multiple days per week, with the flexibility to be on site when required to meet the needs of the division. 

Applications require a cover letter and resume. 

About the Work Unit:

The Division of Government and Community relations is responsible for the university’s advocacy work with all branches of government and for leading community initiatives and fostering and supporting community engagement. The division serves as the institution-wide hub for public policy and community initiatives by developing unique relationships with and communicating to Vanderbilt’s vast array of external and internal constituencies. It is GCR’s role to inform and educate officials and community leaders on Vanderbilt initiatives and assure the maintenance of good relationships at the local, state, and federal level as well as to activate the Vanderbilt community to engage policy officials. We are an advocate, we facilitate, and we help fund community organizations that align with Vanderbilt's mission.

The Division of Communications and Marketing develops and executes communications and marketing strategies that inform, engage and inspire others to participate in Vanderbilt University’s global academic and research mission. The division serves as the institution-wide hub for communications and marketing. Whether developing unique relationships with and communicating to Vanderbilt’s vast array of external and internal constituencies or creating a broader, deeper and more complete understanding of Vanderbilt with traditional and social media, all activity of the division supports the university’s academic mission.

Key Functions and Expected Performance:

 Office Management  

Manage the office space to ensure it operates smoothly Implement and ensure compliance with hoteling and shared space allocation policies and related booking platforms   Identify best practices for hoteling, co-working and collaboration spaces and deploy needed amenities and tools to support collaboration, productivity and community building  Convene a cross-unit committee to develop programmatic plans for office community building (both virtual and in-person); Lead implementation of the programs Serve as point of contact and manage relationships with Facilities, VUIT, building management, vendors, and suppliers – answering or directing day-to-day inquiries. Ensure other office policies and procedures are implemented appropriately. Identify opportunities for process and office management improvements, and work with management to design and implement new systems.  Coordinate purchases related to office set up and staff workstation needs, as well as office supplies..  Receive and sort incoming mail and deliveries and manage outgoing mail.  Oversee maintenance orders, cleaning, and other upkeep. Oversee office file management system. Manage the organization of the storage units, ensuring optimal utilization of available space, and conduct regular inspections to maintain a clean, organized, and secure environment. Oversee and update office subscriptions, including news and software requirements.

 Financial Management 

Manage operational spending (procurement and corporate credit card purchases), ensuring purchases and vendor contracts are within budget and in compliance with campus procurement and expense policies.  Ensure that all purchases are invoiced and paid on time. Process and deposit any paper checks received and provide back-up documentation to the Financial Unit Manager.

IT Systems Coordinator

Coordinate with the IT department on all office equipment and network needs. Oversee computer inventories including assigning devices, processing reimages through VUIT, collecting returned devices and ensuring repairs are handled by VUIT in a timely manner

 Administrative support:

Provide meeting support to conferences and presentations held in the office, including any necessary equipment set up or catering needs.  May assist with scheduling large group meetings for specified executives. Coordinate reservations of shared conference rooms and zoom rooms.  Perform receptionist duties, including greeting visitors.  Provide other administrative support as necessary. Attend trainings as needed.  Facilitate and support divisional team events. 

  This position requires the candidate to:

Demonstrate understanding of the university’s mission, values, goals and priorities and an ability to ensure that all are considered in directing office operations. Operate in a highly organized fashion with attention to detail on all projects. Take initiative and a pride in ownership of all projects, no matter how large or small. Handle confidential information with integrity and interface discreetly with senior executives both internal and external to the institution. Communicate and collaborate effectively with a wide range of audiences—including faculty, students, leadership, elected officials, staff, alumni, and external suppliers and partners  Occasionally work outside regular business hours as needed and within reason to perform job responsibilities.

Supervisory Relationships:

This position reports administratively and functionally to the Director of Business Operations for GCR and the Chief of Staff for MarComm.

Education and Certifications: 

A Bachelor’s degree from an accredited institution of higher education, or related experience, is necessary.  

 Experience and Skills:

At least three to five years of related experience is necessary. Excellent organizational and planning skills are necessary. Experience in project management, event coordination and logistics are strongly preferred. Experience in higher education is preferred.  Superior time management skills with the ability to manage multiple, complex projects efficiently and effectively with quick turn-around is necessary.  Exceptional interpersonal skills with the ability to interact and maintain vibrant connections with individuals across the university and externally is necessary. Superior verbal and written communication skills, and the ability to articulate and present information to various and diverse audiences are necessary.  Highest personal and professional integrity with demonstrated ability to handle high level sensitive and confidential information is necessary.  Demonstrated ability to analyze, understand and use data is necessary.    Proficiency in office software tools (e.g., Microsoft Excel, Word, PowerPoint), and other software tools for communication (Microsoft Teams), analysis and operation is necessary. Experience with Salesforce is preferred. Experience with Trello or similar project management platforms is preferred. Comfortable with various technology platforms to develop electronic and print communications, presentations and basic infographics (e.g., Wordpress, Canva, LucidPress) is preferred. Strong proofreading and editing skills with precise attention to detail are strongly preferred. Professional attitude and considerable tact, persuasion and judgment when interacting with internal and external constituents is necessary. Exhibit a growth mindset with a willingness to learn new skills when the situation demands it is necessary.