Senior Administrative Assistant (Temporary)

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The Senior Administrative Assistant (Temporary) is part of the Office of the Vice Provost for Research and Innovation at Vanderbilt University and is a key individual contributor responsible for assisting the Vice Provost with all scheduling, travel arrangements, and supporting management of day-to-day administrative support activities in the Office of the Vice Provost for Research and Innovation (OVPRI). Duties include managing walk-in and phone interactions; screening and responding to incoming correspondence; providing administrative and project support to other staff in the Office of the Vice Provost for Research and Innovation as needed; and handling day-to-day problems and challenges in those areas. Reporting directly to the Vice Provost for Research and Innovation, this position requires a high level of technical skill, the ability to work autonomously, and agility in coordinating multiple activities in support of a busy office, including dealing with information that is confidential in nature.

"Temporary" positions are created for a specific time-limited duration of no more than six months. Staff in temporary positions are not eligible for most employment benefits. Vanderbilt operates an internal temporary employment service, Vanderbilt Temporary Services (VTS), which helps the University meet its temporary staffing needs. The hiring of staff for temporary positions should be coordinated through VTS .

The goal of the Office of the Vice Provost for Research and Innovation is to promote Vanderbilt's distinctive research culture, which aspires to improve the human condition through path-breaking discovery and innovation. In addition to overseeing the university's research portfolio, the VP-RI also oversees the implementation of the university's new future vision and trans-institutional strategies and works closely with the Provost, academic Deans, Vice Provosts, and faculty at large to advance the quality of research and scholarship university-wide. The Office develops strategies and provides services to enhance extramural support for research from all sources including corporate, foundation, federal, and philanthropic; advance a cohesive and vibrant trans-institutional research agenda; and build strategic partnerships around shared priorities in research. The VP-RI works with the Vanderbilt University Research Council in advocating for the research and scholarship missions of all disciplines at Vanderbilt.

Duties and Responsibilities

• Coordinate busy and shifting calendars to include scheduling and coordinating meetings, while applying good judgment in determining priorities. This includes managing recurring, ad-hoc, and committee meetings with internal and external participants.
• Responsible for managing travel arrangements for the Vice Provost including airline and hotel reservations, ground transportation, meeting arrangements, and expense reports.
• Coordinate logistical arrangements for meetings including space reservations, catering, audio/visual needs, equipment set-up, and communication with meeting attendees.
• Serve as the first point of contact for guests and welcoming guests to the office, including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues as they arise.
• General office management including processing incoming and outgoing mail, photocopying, printing/scanning documents, ordering supplies, overseeing general tidiness of office space, including the office's kitchen and recycling program. Coordinate with VUIT and other internal or external service teams on equipment maintenance for copier, audio/visual equipment, printers, and computers.
• Perform administrative duties of a detailed and confidential nature and maintain confidentiality regarding communication and information received/gathered in office.
• Other duties as assigned.

Qualifications

• An Associate's degree from an accredited institution of higher education, or the equivalent experience is required.
• Minimum of three years' experience is strongly preferred.
• Excellent interpersonal and communication skills (verbal and written) and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to prioritize and manage urgent tasks in a complex, fast-paced environment.
• Office management experience.
• Proficiency in word processing and data entry (e.g., Word, Excel, PowerPoint ) .
• Highly organized and well-coordinated.

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 employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law. 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. Vanderbilt is a community of talented and diverse staff & faculty!

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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Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.