The Administrative Specialist is a part of the Department of Human and Organizational Development within Peabody College at Vanderbilt University as a key individual within the administrative team primarily responsible for assisting with the daily administrative and operational duties of the department. This position reports administratively and functionally to the department’s Senior Administrative Officer. 

This position will engage with a wide range of colleagues (faculty, staff, and students), in various areas and central offices. This role requires problem-solving skills, effective communication and organizational skills, critical thinking capabilities, and the ability to take responsibility for the success of various tasks and projects. The position requires a thorough understanding of University policies and procedures. This position is expected to be on campus most of the time and be available and active within the Vanderbilt community. A hybrid schedule could be a possibility over time.

 

About the Work Unit

With a genealogy dating to a one-room Nashville schoolhouse in 1785, Peabody College today is a world-class college of education and human development. Our mission is to enhance the human condition. We do this as we always have, through the preparation of leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policymakers. Peabody is devoted to creating opportunity in an increasingly diverse society and to solving large societal problems. The Department of Human and Organizational Development is an academic department within Peabody College and represents a group of interdisciplinary programs that share a focus on community and organizational development, health, and well being, and social justice-oriented research and action. HOD focuses on lifespan development through enhancing life-long learning and developing caring and competent learning communities.

 

Duties, and Responsibilities

Department Support

Greet and assist visitors by providing the highest level of professional service Handle all department incoming calls, voice mail and extended absences greetings (i.e., Winter Break) Manage department calendar, email, and maintaining HOD e-mail folders Develop and/or maintain all department records Serve as the key procurement requestor with all purchases through Oracle or via OneCard. Act as HOD Student Card trustee Assist with expense reports as delegate for faculty and students Assist with travel for guests and itineraries (ground transportation, meals, meetings, etc.) Provide general assistance with copying and printing documents (including files and documents of a sensitive nature) Submit copier repair, building maintenance and housekeeping requests Manage website content updates in conjunction with Digital Strategies Courier of incoming and outgoing mail for the department Manage room reservations and scheduling of spaces Manage building and room access requests Responsible for the organization and cleanliness of spaces and rooms Maintain supply inventory, including purchasing office supplies, refreshments, kitchen supplies, minor office equipment, and initiating VUIT requisitions. Maintain storage areas and file retention records Locker assignments and communication Building key requests and inventory Update department informational monitors Manage subject participation process ensuring all VU policies are followed Update standard operating procedures; creating new procedures, as needed Maintains a thorough knowledge of VU, Peabody and department policies and procedures Additional duties including special projects as assigned

Chair Support

Provide calendaring support, schedule and coordinate meetings, and edit meeting documents and presentations. Assist with routine committee meetings by creating and distributing agenda, requesting and tracking RSVPs, and taking notes at meetings Complete Expense Reports as an Expense Delegate Other administrative support as requested

Event and Meeting Support

Event planning and coordination and support for monthly colloquia, faculty meetings and other department events (catering, supply ordering, set-up, break-down, Host Responsibility) Serve as guest travel coordinator (e.g., book transportation and lodging, create itineraries, etc.) for a variety of events (recruitment, site visits, guest speakers, etc.) Run errands on and off-campus related to event preparation. Reliable transportation is required Submit parking requests for guest speakers and visitors Assist with meeting set up including compiling and organizing materials for meetings Create flyers, post advertisements and advertise where appropriate

 

Supervisory Relationships

This position has no supervisory responsibility

 

Qualifications

A High School diploma or GED is required.

An associate degree or bachelor’s degree from an accredited institution of higher education is preferred, along with at least two years of administrative experience

Knowledge of university policies and procedures, is preferred

Must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records

Preferred skills

At least 2 years of experience is preferred Microsoft Office proficiency (including Word and Excel) is necessary Microsoft Outlook Email and Calendar proficiency is necessary Experience with REDCap and Box is preferred Experience with Adobe Professional is preferred Ability to work both as a member of a team & independently is necessary Strong organizational skills are necessary Resourceful and being detail-oriented is necessary Excellent interpersonal written & oral communications skills are necessary Ability to work both as a member of a team & independently is necessary Strong organizational skills are necessary Resourceful and being detail-oriented is necessary Excellent interpersonal written & oral communications skills are necessary Ability to work both as a member of a team & independently is necessary