TheAdministrative Coordinator is a key individual contributor responsible for performing a variety ofadministrative and staff support duties for theOffice of Strategic Communications within the Division of Communications,which require a range of skills and a knowledge of organizational policies andprocedures. The position resolves administrative problems and inquiries;composes, edits, and proofreads correspondence and reports, and prepares arange of administrative documents. The Administrative Coordinator will alsoprovide assistance with managing the Strategic Communications budget. This position will provide direct administrativeassistance to the Assistant Vice Chancellor for Strategic Communications, willreport to the Projects and Planning Manager and will support the Strategic Communications team.
About the Work Unit:
The Administrative Specialist will be a memberof the Office of Strategic Communications within the Division ofCommunications, reporting to the Projectsand Planning Manager. TheOffice of Strategic Communications designs and executes integratedcommunications strategies to protect and enhance Vanderbilt's local, nationaland international reputation, and positions the university as one of theworld's leading academic research institutions across a variety of digital andtraditional channels.
Duties,Responsibilities, and Expected Outcomes
Theprimary duties for this position will include:
· Provides administrative support to the Assistant ViceChancellor for Strategic Communications, including meeting scheduling andcalendar maintenance.
· Creates media monitoring reports for Division ofCommunications management, the university's senior management committee andothers as needed.
· Writes, formats and proofreads documents of several types,including reports, presentations, website materials and spreadsheets.
· Assists in the planning, coordination and execution of meetingsand events.
· Attends meetings, and records and distributes meeting notes.
· Under the supervision of the Projects and Planning Manager,assists with monitoring and managing the Strategic Communications budget.
· As the Procurement Requestor for thedepartment, submits contracts for appropriate approvals and inventoriesdeliveries.
· Makes departmental purchases and submits timely and accurateexpense reports.
· Maintains and orders office supplies and equipment andmaintains office inventory.
· Processes travel expense reimbursements for the AssistantVice Chancellor and other Strategic Communications staff members as needed.
· Helps administer employee recognition programs.
· When appropriate, coordinates IT support for staff.
· Assists with hiring and onboarding of new employees, includingoffice set up and coordination of computer, phone, and suite access as needed.
· Provides administrative and operational support to StrategicCommunications staff, as needed.
· Performs other duties as assigned.
· A Bachelor's degree from an accreditedinstitution of higher education is necessary, with major coursework incommunications, higher education or business preferred.
· Two years of experience in aprofessional/administrative capacity is necessary.
Experience and Skills:
· Utmost adherence to confidentiality andbusiness ethics; Ability to build trust and interact with managers andexecutives with confidence and discretion.
Outstanding interpersonal communication and collaboration skills and the ability to work effectively with team members.
Experience and comfort working in a deadline-driven environment of multiple projects and quick turn-around requirements.
· Skill in oral and written communication.
· Skill in planning and organizing.
Well versed in basic office software tools (e.g., Microsoft Excel, Word, PowerPoint, Outlook), and other software tools for communication, analysis and office operations.
Experience navigating institutional policies and procedures, and will want to expand and deepen their knowledge and experience.
This position does not have supervisory responsibility and reportsadministratively and functionally to the Projects and Planning Manager forStrategic Communications.
Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, and finds creative solutions rather than always awaiting direct instructions.
Adaptability – Reads cues and adapts accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Responds Promptly – Recognizes that when emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
Shares – Shares information. Communicates proactively. Transmits knowledge; recognizes that ‘knowledge is power’ is less effective than ‘sharing knowledge is power.’ Asks for advice and considers it thoughtfully.
Works through Issues – Recognizes that the work is about successful outcomes. If things aren't going well, outcomes suffer. Is willing to have crucial conversations if things aren't going well. Doesn't just complain to management...does everything possible to remedy the situation directly first.
Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better.
Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
Eager – Enthusiastic, wants to learn, wants to continue one's personal and professional development and expertise.
Adaptability – Adjusts work priorities to accommodate the fluid nature of departmental demands, while still honoring static deadlines.
About Vanderbilt Benefits
In addition to offering a lively community that encourageslearning and celebrates diversity, Vanderbilt University offers a competitive,flexible benefits package including health, dental, vision, life, accidentaldeath & dismemberment, disability insurance, paid time off, and a 403(b)retirement plan with employer match. Vanderbilt offers tuition assistance to employees,spouses and dependent children. Also, after five years of service, Vanderbiltwill pay up to 55% of the tuition for up to three dependent children to earn abachelor's degree. Learn more about Vanderbilt's benefits at VU BenefitsOverview.
About Vanderbilt University
Vanderbilt is a renownedprivate institution founded in 1873 and located in the heart of Nashville,Tennessee. The university's students and faculty frequently cite Nashville andthe surrounding area as one of the many perks of being a part of the Vanderbiltcommunity. Vanderbilt University is a place where your expertise will bevalued, your knowledge expanded, and your abilities challenged. It is a placewhere your diversity is sought and celebrated. It is a place where employeesknow they are part of something bigger than themselves, take exceptional pridein their work and never settle for what was good enough yesterday. Vanderbiltwas recently ranked #2 for ‘best quality of life’ and ‘great financial aid,’ #5for ‘best run colleges’ and ‘beautiful campus,’ and #6 for both being in a‘college city that students love’ and having ‘great campus/city relations.’
Internal Number: 1802222
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.