The AdministrativeAssistant I in the Department of Mathematics assists Directors of Teaching,Graduate & Undergraduate studies (coordinates the hiring of students andprepares & maintains financial hiring documents); prepares grade relatedstatistical/financial data, schedules meetings, purchases and maintainssupplies, distributes mail, maintains equipment, reports building maintenance,receptionist, typist, performs general office duties, and assists withdepartmental functions. This position does not have supervisory responsibility. This positionreports directly to the Program Coordinator, KT Griffis, and indirectly to theAdministrative Manager, Kathy Gleaves and the Department Chairman, Prof. MikeNeamtu.
The Department ofMathematics in the College of Arts & Science is a recognized world leaderin mathematical research and education. The faculty is comprised of severalInternational Congress of Mathematicians (ICM) speakers and about a third ofthe faculty are Fellows of the AMS. The department has leading research groupsin several areas of mathematics including biomathematics, combinatorics,geometry and topology, group theory, PDE's, universal algebra & logic, andharmonic analysis. The research achievements of Vanderbilt mathematics facultyhave been recognized by invitations to speak at prestigious mathematicsconferences such as the International Congress of Mathematicians and theAMS-MAA Mathematical Meetings.
Duties and Responsibilities
Assists DUG & DGS by performing administrative duties affiliated with UG & GSTAs, assigns desks/offices; provides & maintains keys; coordinates declaration of minor & majors; and sends various self-penned communications.
Assists Director of Teaching, e.g. processes activities reports; schedules appointments; requests classroom changes; prepares teaching schedules; prints on-line evaluations; coordinates distribution of final grade rosters; handles grade change forms; and requests syllabi & office hours from teaching faculty.
Project management; compiles & maintains student enrollment data, specifically on lower level undergraduate courses; assists, coordinates & manages arrangements for annual spring TMTA math contest; and the annual departmental awards ceremony.
Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and departmental guests.
Assists with special departmental events (receptions, conferences, workshops, colloquia, spring school, and assigns visitors offices/desks, Sat. exam office coverage, etc.).
Answers multi-line telephone, greets & assists visitors, students, parents, faculty external to department; prepares outgoing mail forms and distributes incoming mail.
Performs various duties; e.g. orders and maintains supplies; maintains seminar room reservations, assigns visitors spaces; prepares mailboxes, reports facility/housekeeping problems; monitors departmental equipment (copiers, faxes, printers, telephones, typewriters, etc.).
Profile of an IdealCandidate
High School Diploma from an accredited institution is required.
Two years relevant experience is required.
Excellent interpersonal written and oral communication skills is required.
Ability to work both as a member of a team and independently.
Ability to use independent judgment and to manage / impart confidential information.
Ability to analyze and solve problems in a time-efficient manner.
Ability to plan, develop, and coordinate multiple projects with competing deadlines.
Knowledge of academic student policies, processes, and procedures.
MS Office proficiency, Adobe Professional experience is preferred.
About Vanderbilt University
VanderbiltUniversity, located in Nashville, Tennessee, is a top-15 private researchuniversity offering a full range of undergraduate, graduate and professionaldegrees. Vanderbilt is situated on a 330-acre campus near the thriving citycenter, serving more than 12,000 students and employing almost 7,000 facultyand staff. The university's students, staff, and faculty frequently citeNashville and the surrounding area as one of the many perks of being a part ofthe Vanderbilt community. Vanderbilt University is a place where your expertisewill be valued, your knowledge expanded, and your abilities challenged. It is aplace where your diversity is sought and celebrated. Vanderbilt was recentlynamed as one of ‘America's Best Large Employers’ and the top employer inTennessee and the Nashville metropolitan area in 2018 (Forbes).
Vanderbilt University offers a competitive, flexiblebenefits package including health, dental, vision, life, accidental death &dismemberment, disability insurance, paid time off, and a 403(b) retirementplan with employer match. Vanderbilt offers tuition assistance to employees,spouses, and dependent children.
Commitmentto Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving thegoal of a diverse and inclusive academic community of faculty, staff, andstudents. We seek individuals who are committed to this goal and our campusvalues.
Internal Number: 1900145
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.