The Assistant to the Director of Student Financial Aid is part of the dynamic Office of Student Financial Aid and Scholarships (OSFA) at Vanderbilt University and is a key individual contributor responsible for managing the day-to-day administrative and secretarial support activities of the office. This position oversees the intake services functions of the office and provides operational coordination, administrative support, and project management. Reporting to the Director, the Assistant to the Director of Student Financial Aid and Scholarships serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of issues. The Assistant to the Director will function as the Director's trusted aide, liaison, and representative in professional and organizational matters. This position provides administrative support to the Director, OSFA senior staff, and the Director of the Office of Student Accounts (OSA). This includes maintaining calendars, making travel arrangements, and coordinating expense reimbursements.
The OSFA is responsible for providing financial assistance to students whose economic circumstances are such that they could not otherwise afford to attend. In addition, we provide limited merit-based assistance to select undergraduate students who demonstrate exceptional accomplishment and intellectual promise.
Vanderbilt welcomes students who can benefit from and contribute to the community, regardless of their financial situation. The University is committed to reviewing applicants for admission without regard to their financial need, then assistance is awarded to any student who establishes eligibility for such need-based assistance on the basis of family financial criteria.
Duties and Responsibilities
Develops, prepares, and composes correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal and external communication for the Director.
Provides administrative support to the Director, Associate Directors of OFSA and the Director of OSA, including travel arrangements, expense report submission processing, and additional tasks as needed.
Manages calendar maintenance and scheduling appointments for the Director, Associate Directors of OSFA, and the Director of OSA.
Creates and edits presentations using PowerPoint, Excel, Word, and other appropriate tools.
Answers phones, responds to inquiries, screens calls, and handles related issues that come to the Director's phone.
Interviews, hires, and provides direct daily management for student employees for the intake services area of the office.
Serves as the procurement requester for OSFA and OSA responsible for creating requisitions and noncatalog requests and reviewing invoices and validating the receipt of goods and/or services prior to invoice payment within Vanderbilt University's ERP system Oracle Cloud.
Holds and manages a One Card to be used in the general support of the office in accordance with the University's payment card program.
Greets visitors to the Director's office and provides the highest level of professional service.
Takes initiative to resolve some issues when appropriate.
Coordinates office maintenance and technology requests.
Provides administrative project management support as needed.
Supports the OSFA operations area as needed.
Coordinates and/or organizes various OSFA initiatives that might involve other university offices, undergraduate and graduate/professional schools, off-campus agencies and any other areas of contact.
Other duties as assigned.
Supervisory Relationships This position does have supervisory responsibility over 5+ student employees. This position reports administratively and functionally to the Director of Student Financial Aid and Scholarships. This position also has a secondary reporting line to the Director of the Office of Student Accounts.
A bachelor's degree from an accredited institution of higher education is strongly preferred.
At least 5 years of directly comparable experience is necessary.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is necessary.
Ability to use independent judgment, think critically, and to manage and impart confidential information is necessary.
Ability to analyze and solve problems is necessary.
Word processing and/or data entry skills are necessary.
Effective verbal and written communication skills are necessary.
Records maintenance skills are preferred.
Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures is preferred.
Conflict resolution and/or mediation skills are preferred.
Skills in the use of database management, word processing, spreadsheet, and/or presentation software are preferred.
Organizing and coordinating skills are preferred.
Demonstrated ability working collaboratively in a team environment is necessary.
Supervisory experience is preferred.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000413
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.