Senior Administrative Specialist

Senior Administrative Specialist

The Senior Administrative Specialist oversees administrative operations in the Writing Studio and Tutoring Services office (WSTS), with responsibility for office processes, budget and procurement, student employment administration, event logistics, and other related functions. In organizing the flow of the office's daily operations, this position directly oversees the student Office Clerk team and co-supervises an additional 70+ students regularly employed by the unit as Writing Consultants, STEM Tutors, and Graduate Assistants. This position reports to the Director and works closely with WSTS staff, student employees, students, and campus partners.

The Vanderbilt University Writing Studio and Tutoring Services office (WSTS) oversees the two academic support programs combined in its title, each with its own distinct approach to enhancing the university's learning environment, but which share a core commitment to centering the growth and development of learners and the trained peer educators (Writing Consultants and STEM Tutors) who play a key role in providing each program's services.

The unit's seven-person administrative team comprises a Director, Associate Director, Assistant Directors for Tutoring Services and for the Writing Studio, Senior Administrative Specialist, and two Academic Support Coordinators. It employs around 70-80 student workers each academic year in four roles: Writing Consultants, STEM Tutors, Office Clerks, and Graduate Assistants.

Through the Writing Studio, students as well as postdoctoral fellows, faculty, and staff can meet individually with Writing Consultants to talk about any writing project or concern. The Writing Studio also offers a robust set of programming that fosters conversation, collaboration, and critical reflection on writing, including support for instructors who teach with writing. Tutoring Services provides high-quality peer-to-peer learning support for Vanderbilt students enrolled in undergraduate Biological Sciences, Chemistry, Economics, Mathematics, Neuroscience, and Physics courses. Our trained peer tutors engage in active and collaborative learning approaches to address clients' individualized needs and support long-term growth.

The Provost's Office of Undergraduate Education (OUE) advances Vanderbilt's academic mission by supporting more than 7,200 undergraduate students in pursuing rigorous and inquiry-driven learning experiences. OUE collaborates closely with faculty and academic units to develop and sustain programs that promote undergraduate research, scholarly engagement, global learning, and other high impact academic practices that extend beyond the classroom. Through strategic coordination of curricular and co-curricular academic initiatives, including Immersion Vanderbilt, study abroad, and faculty driven academic programming, OUE ensures that students have access to meaningful opportunities for intellectual growth and discovery. By aligning resources, services, and academic support structures, OUE strengthens the undergraduate academic experience and fosters a community committed to learning, curiosity, and academic excellence.

Key Functions and Expected Performance

Administrative Daily Operations and Process Management

• Independently plan and lead the execution of the office's administrative duties. Oversee the organization and readiness of workspaces at main and satellite office locations.
• Serve as a primary resource and first point of contact for the office, assessing needs, providing guidance, resolving inquiries, and connecting students, faculty, staff, campus partners, and visitors with appropriate resources and services while maintaining a welcoming, professional, and service-oriented environment.
• Oversee daily operations in WCOnline for student employee shifts and all writing consultation and STEM tutoring appointments; facilitate student use of WCOnline in accordance with program policies, including scheduling assistance and troubleshooting as needed.
• Evaluate administrative processes, systems, and workflows; identify operational needs and recommend improvements to increase efficiency and effectiveness; interpret and apply university policies and processes and recommend changes as appropriate.
• Compile, analyze, and synthesize information for departmental reports, planning activities, and special projects. Maintain departmental documents and records, including schedules, office calendar, student employee rosters, and contact information.

Budget Monitoring and Resource Procurement

• Develop and maintain the fiscal year spending plan in consultation with the Director, using historical budget data, approved funding, anticipated programming, and office needs to recommend resource allocations. Project spending for hourly student wages throughout the academic year.
• Serve as department's primary purchasing agent for supplies, services, food and beverages, and other operational needs in accordance with Procurement guidelines.
• Process payments, invoices, reimbursements, requisitions, purchase orders, and One Card transactions through Oracle accurately and promptly in accordance with applicable university policies.
• Track and monitor expenditures against approved budgets and purchasing requirements to ensure event and office expenditures remain within budget.
• Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.

Student Employee Operations and Team Oversight

• Directly oversee the Office Clerk team, including hiring, training, scheduling, work assignments, and performance management.
• Co-supervise 70+ student Writing Consultants, STEM Tutors, and Graduate Assistants; exercise independent judgment in resolving scheduling, staffing, coverage, and routine student employee and daily operational issues. Monitor student employee compliance with departmental procedures and address or escalate concerns as appropriate.
• Administer student employee records, including appointments and pay rates; review and approve timesheets for all 70+ hourly student employees.
• Develop, maintain, and periodically evaluate student employee procedures, guidelines, and training materials, and provide training on departmental systems, timesheet completion, recordkeeping, and related requirements.

Event Planning and Special Projects

• Develop and execute logistical plans for departmental events, programs, meetings, and community-building events for student employees.
• Manage incoming submissions and related administrative processes for departmental events and writing competitions, including the annual Undergraduate Writing Symposium and Morgan Award for First-Year Writers.
• Oversee and support special events or projects, as assigned.

Communications Coordination and Website Management

• Manage the design, production, and distribution of digital and print promotional materials.
• Develop and maintain content for the Writing Studio and Tutoring Services websites in accordance with university brand, digital strategy, and web standards.
• Coordinate implementation of departmental communications strategy, including timely contributions from WSTS team members.

OUE Divisional and Institutional Responsibilities

• Stay informed about and effectively utilize emerging technologies, including artificial intelligence (AI), to enhance academic and administrative processes where appropriate.
• Actively participate in divisional initiatives, professional development opportunities, and OUE meetings and events that strengthen collaboration and shared purpose.
• Foster a collaborative and inclusive work environment by supporting colleagues and contributing to shared goals across the division.
• Contribute to the mission of OUE and Vanderbilt University through participation on divisional and institutional committees, task forces, and working groups, as appropriate.
• Maintain a working knowledge of relevant university policies, procedures, and systems to support effective, responsible, and compliant operations.
• Perform other duties as assigned in support of the mission and strategic priorities of OUE and Vanderbilt University.

Supervisory Relationships

This position reports to the Director of the Writing Studio and Tutoring Services. This position co-supervises 70+ student employees (undergraduate and graduate) across three roles (Writing Consultants, STEM Tutors, and Graduate Assistants), while directly supervising the Office Clerks.

Education and Certifications

Bachelor's degree required; Master's degree preferred. Relevant experience in higher education or related fields may be considered in lieu of the educational requirement.

Experience and Skills

• Superior communication skills and strong attention to detail
• Excellent organizational skills and interest in project management
• Demonstrated independent initiative and ability to work collaboratively
• Ability to adapt to changing environments
• Familiarity with Vanderbilt University or higher education work environments
• Thorough knowledge of the Microsoft 365 suite; familiarity with WordPress and Canva

Required Skills

• Corporate Travel Management - VU
• Discretion - VU
• Editing - VU
• Event Planning - VU
• Expense Management - VU
• Process Improvement - VU
• Project Coordination - VU
• Purchasing - VU
• Records Management - VU
• Relationship Management - VU
• Strategic Prioritization - VU

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