Administrative Specialist

The Administrative Specialist is located in Buttrick Hall in the College of Arts & Science at Vanderbilt University and is responsible for the administrative functions of the undergraduate programs. The Administrative Specialist will report directly to the Administrative Coordinator and will work closely with department Chairs and the Directors of Undergraduate Studies in Buttrick Hall. 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 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.Duties and Responsibilities:Undergraduate Program support (10%)Manages enrollment functions via PeoplesoftProcesses end of the year prizes/awards for undergraduate studentsMaintains the major and minor department listservs for undergraduate programsWorks closely with the Directors of Undergraduate Studies (DUS) in each academic departmentTracks undergraduate data for the Directors of Undergraduate Studies in each areaMay assist with SACS reports for the undergraduate programs Processes major/minor declarations, advisor assignments and other forms and inquiries such as independent study and grade changesSupports programming as neededCourse Scheduling (20%)Collects scheduling information for the undergraduate programs for each semester and summer sessionsEnters large complex schedules in CPI (coordinating special cases such as cross-listings, eligibility for other majors, new courses, etc.)Updates course/instructor information as neededReviews and proofs academic schedules on YES and works with Academic Services and the URO on changesSubmits TA/Course Assistant/Course Coordinator/Grader assignments to A&S and the URO to establish access to VU information systemsManages classroom assignments and requests working closely with the Office of Academic ServicesEvents (30%): Assist the Administrative Coordinator with planning and coordinating on-campus and off-campus events for Buttrick Hall programs:Coordinate events for department guest speakers, lecture series, and symposiums.Organize catering and other event details (set-up, decor, clean-up, etc.)Book travel for guests and arrange itineraries (ground transportation, meals, meetings etc.) Advertise events (posters, listserv announcements, calendar updates etc.)Work with Event Services and make room reservations, AV specialists, etc.Administrative Duties (40%)Assists the Administrative Team and Department Chairs with special projects and requests Hires and supervises undergraduate student workers and including approval of timecardsSupervises administrative tasks as needed, such as copy jobs, printing, department mailings, etc. delegating to student workers when necessaryProvides knowledge and support for Oracle users (faculty, staff, students)Distributes communications and announcements, as applicableProvides guidance for student travel and assists with processing travel and other expense reimbursements for students and guestsFacilities and maintenance requests for all departmentsAdditional duties as assigned by Administrative Coordinator and Administrative ManagerSupervisory Relationships:The Administrative Specialist has supervisory responsibility over the undergraduate student assistants. The position will report administratively & functionally to the Administrative Coordinator.Qualifications:A Bachelors degree from an accredited institution of higher education is preferred.Experience working in a higher education/academic setting is preferred.Strong interpersonal communication skills are necessary.Demonstrated ability to take responsibility for projects, and to work independently and collaboratively is necessary.Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.Strong organizational skills including attention to detail are necessary.Ability to analyze problems and to develop effective solutions in a timely manner is necessary.Knowledge of University policies, processes, and procedures is preferred.Ability to self-direct and work proactively is necessary.Microsoft suite proficiency is preferred.#VUCLOPandoLogic. Keywords: Administrative Assistant, Location: Antioch, TN - 37013

Created: 2025-02-13