Senior Administrative Assistant- Temporary

Job Description

The Senior Administrative Specialist in the Office of Biomedical Research Education & Training (BRET) is a key contributor in providing administrative support to the Senior Associate Dean, along with the clerical and event-support needs of the BRET Office. Reporting to the Director of Strategic Affairs and Events, the Senior Administrative Specialist oversees the calendar management, travel arrangements, and scheduling of meetings, among other logistical needs, for the Senior Associate Dean. Other clerical duties include front desk management, procurement and One Card supervision, guest travel coordination, and assisting with various small and large-scale events throughout the year as needed.

The BRET Office supports and coordinates graduate education, postdoctoral training, minority affairs, career development, and educational technology initiatives for the Vanderbilt biomedical research community. Within the BRET Office are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Duties and Responsibilities

Senior Associate Dean Support:

• Prioritize and schedule multiple complex meetings for the Senior Associate Dean, including usage of Outlook calendar, Doodle polls, etc.

• Coordinate logistical arrangements for meetings including space reservations and set-up, virtual accommodations and troubleshooting, audio/visual needs, and equipment set-up

• Assist in upcoming travel arrangements, including processing of travel expense reimbursements and monitoring receipt of business expenses.

• Communicate regularly with Senior Associate Dean on arising issues and current events and assist as needed.

• Communicate with and on behalf of Senior Associate Dean to chairs, directors, deans, program managers, students, and other individuals both internal and external to Vanderbilt.

Front Desk Management:

• Greet and assist students, faculty, staff and guests with questions and concerns, and direct to appropriate places.

• Stay up to date on events and meetings taking place, noting time, location, and other pertinent information.

• Answer and transfer phone calls.

• Manage daily announcement communications.

• Copying, scanning, filing, and other clerical duties as assigned

• Disseminate mail to appropriate office members.

• Keep kitchenette, conference rooms, and filing and storage areas stocked and organized.

• Serve as key procurement requester and One Card holder, assessing supply needs of the office and ordering as needed, creating expense reports, initiating requisitions for purchase orders and non-PO payment requests, and reconciling all expenditures.

• Contact VUIT, facilities, maintenance, and housekeeping, as necessary.

• Maintain listservs and email groups for various committees and groups.

• Make room reservations for staff members for various events, classes, and programs.

Events and Meetings Planning & Execution:

• 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.)

• Maintain working knowledge and understanding of travel and business expense policies and procedures.

• Assist with both small and large-scale office events as needed.

Other:

• Coordinate letters of recommendation, statements of diversity, and other documents as requested.

• Create marketing pieces for various student events using Canva and other online platforms.

• Utilize REDCap, Box, MS Office, and other platforms as appropriate for job function.

Qualifications

• A Bachelor's degree from an accredited institution of higher education or at least 2-3 years of relevant work experience is necessary.

• Working knowledge of Outlook, Word, Excel, and Adobe Acrobat is necessary.

• Strong organization skills with an emphasis on managing multiple tasks and proven capabilities to meet deadline is necessary.

• Effective oral and written communication skills is necessary.

• Excellent customer service skills are necessary.

• Experience managing multiple calendars and/or complex calendars is preferred.

• Excellent verbal and written communication skills

• Strong time management skills; highly organized and detail-oriented

• Enjoy working independently and as part of a team.

• Software / Vanderbilt Systems Knowledge:

• MS Office proficiency (including Word, Access, and Excel), Adobe Professional

• Proficient user of Vanderbilt systems included, but not limited to Oracle and Concur