Administrative Coordinator

The Administrative Coordinator is located in Buttrick Hall in the College of Arts & Science at Vanderbilt University. The Administrative Coordinator is responsible for event support and programming within Buttrick Hall. The Administrative Coordinator will report directly to the Administrative Manager, will work closely with Department Chairs, and will manage the Administrative Specialist. This role will also engage with a wide range of colleagues/coworkers (faculty, postdocs, students, and staff), in various areas/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.

About the Building:

Buttrick Hall is comprised of seven departments including African American & Diaspora Studies, American Studies, Asian Studies, Cinema & Media Arts, European Studies, Gender & Sexuality Studies, and Jewish Studies. Buttrick Hall has many full-time faculty members that teach an array of courses, and work extensively on research projects. The Departments host several lecture series with prestigious guests through the academic year, as well as various workshops and seminars.

Duties and Responsibilities:

Financial (30%):

• Assist Administrative Manager with budget needs for Buttrick Hall programs and departments.
• Act as departmental One Card holder, purchasing contact and Guest Travel Coordinator.
• Prepare expense reports for faculty. Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and guests.
• Process all procurement purchases and payments, including:
  • Professional Service Agreements
  • Honorariums for guests
  • Catering and other agreements
  • Reimbursements to non-employees
    

Events (30%):

• Plan and coordinate 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, décor, 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.
    

Employee Management: (10%)

• Assist in the hiring, supervision, and development of administrative personnel including training, workflow management, approving timecards, and annual performance evaluations.
• Serve as the Line Manager for Administrative Specialist.
• Work closely with HCM Specialist on hiring, payroll, and performance issues.
  

Faculty Affairs (10%):

• Assist with faculty affairs processes including faculty appointments, reappointments, visas, and recruiting.
  

Administrative Duties (20%)

• Assist the Administrative Team and Department Chairs with special projects and requests
• Attend departmental faculty meetings, take meeting minutes, distribute as needed.
• Distribute department communications and announcements.
• Provide knowledge and support for Oracle users (faculty, staff, and students).
• Submit and monitor facilities, maintenance, and technology requests for all departments.
• Additional duties as assigned by the Administrative Manager.
• Supervise and delegate administrative tasks as needed.
  

Supervisory Relationships:
This position has supervisory duties over an Administrative Specialist in Buttrick Hall. The position will report administratively & functionally to the Administrative Manager.

Education and Certifications:

• A bachelor’s degree from an accredited institution of higher education is preferred .
  

Qualifications:

• At least two years of directly related experience is necessary .
• At least four years of directly related experience is highly 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 resourceful and 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 .

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville , Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

• Working and growing together as a community of communities... we are One Vanderbilt .
• Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

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