The Executive Coordinator is an integral part of the Office of the Dean of the College of Arts & Science at Vanderbilt University and is a key individual responsible for high-level communications, project, and organizational assistance to the Dean of the College of Arts & Science. Reporting directly to the Dean of the College of Arts & Science, the Executive Coordinator will provide logistical support for the Dean and work closely and collaborate with members of the College's leadership team to support strategic and academic initiatives. The College of Arts and Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences; to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences; and to foster service to society overall. Duties and Responsibilities - Communications:
- Manage correspondence for the dean.
- Independently draft professional memos and correspondence.
- Prepare and distribute reports and briefings for executive-level review.
- Ensure that data and records will be created and maintained (per department and University guidelines) to document finances, planning, correspondence, procedures, processes, and other information necessary to reflect project activities.
- Screen and handle incoming telephone calls. Assist with handling inquiries and requests (via phone or mail) from faculty, parents, students, university leadership, visitors, and friends of the university.
- Act as a liaison for events/programs by answering inquiries, providing information, and addressing concerns.
- Process and appropriately distribute incoming communications.
- Ensure quality, consistency, and effectiveness of all communications.
- Monitor the Dean's email alias and the Dean's Office general email mailbox, and respond to emails and/or route emails to the appropriate responder.
- Serve as the first point of contact for the dean's guests, welcoming guests to the office, triaging issues the dean needs to address, and handling situations as they arise.
- Scheduling:
- Plan and schedule work priorities in accordance with project/project goals, objectives, and deadlines.
- Manage busy and shifting calendars to schedule and coordinate meetings, conferences, and interviews, while applying good judgement in determining priorities.
- Obtain agendas and necessary materials for each meeting on the Dean's calendar. Prepare a daily folder for the Dean in preparation for meetings.
- Schedule all meetings for the Dean.
- Schedule potential student visits and track outcomes.
- Coordinate research and prepare the Dean's briefings for events and appointments with donors. Responsible for coordinating travel arrangements, including all logistics. Build a travel packet to include itinerary, meeting materials, maps, and other pertinent information.
- Identify, research, and select the facilities necessary for the events or programs, scheduling facilities as appropriate.
- Budget:
- Create and submit Dean's expense reports.
- Manage travel reimbursements though Oracle.
- Independently resolve problems/issues with the department budget.
- Follow up with problem resolution for executive-level review/request.
- Order office supplies and equipment for the Dean's Office.
- Procure services, supplies, and equipment, according to University Purchasing policies and guidelines.
- Process and maintain a considerable amount of confidential and sensitive information in support of administrative activities.
- Perform tasks and other duties as assigned.
- Projects:
- Work on high-level projects as assigned where independently empowered to make on-site decisions to resolve problems brought forth.
- Provide input into the establishment of goals and objectives. Review, analyze, and research trends and recommend strategies for continuous improvement.
- Manage the Dean's performance review and mid-year check-in meetings to include scheduling, printing metrics, and gathering necessary documents for the Dean's direct reports.
- Oversee the Internal Chair Approval Process to include fact checking, creating memos, and submitting to the Provost for signature.
- Train and supervise volunteers, student workers, or staff for events.
Supervisory Relationships This position does not have supervisory responsibility. This position reports administratively and functionally to the Dean of the College of Arts & Science. Profile of an Ideal Candidate - A Bachelor's Degree and 2 years of relevant work experience, or the equivalent, is required.
- Prefer at least 3 years of experience within higher education
- Excellent verbal and written communication skills
- Ability to work independently as well as on a team, exercise initiative, organize multiple projects simultaneously, meet deadlines, and adapt to changing priorities
- Meticulous attention to detail
- Excellent project management skills with ability to multi-task
- Proficient with the use of Microsoft Excel, PowerPoint, and Word
- Confidentiality and discretion is a must
- Demonstrated ability to thrive in a fast paced environment
- Must have a professional attitude and appearance, and exhibit considerable tact, persuasion, and judgement in interactions with internal and external constituents
- Position requires flexibility to work nights and weekends, when needed
Commitment to Equity, Diversity and Inclusion Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
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