Administrative Specialist – Buttrick Hall Position Available In Davidson, Tennessee

Administrative Specialist – Buttrick Hall Vanderbilt University – 3.9

Nashville, TN Job Details Full-time Estimated:

$46.6K – $58K a year 8 hours ago Qualifications Oracle Mid-level Bachelor’s degree PeopleSoft Organizational skills Communication skills

Full Job Description Position Summary :

The Administrative Specialist is located in Buttrick Hall in the College of Arts & Science at Vanderbilt University and is responsible for the administrative functions of the undergraduate programs and daily departmental operations. The Administrative Specialist reports directly to the Administrative Coordinator and will work closely with department Chairs and the Directors of Undergraduate Studies. The position requires a thorough understanding of University policies and procedures. About the

Building :

Buttrick Hall is comprised of seven departments including African American & Diaspora Studies, American Studies, Asian Studies, Cinema & Media Arts, European Studies, Gender & Sexuality Studies, and Jewish Studies. Buttrick Hall has many full-time faculty members that teach an array of courses, and work extensively on research projects. The Departments host several lecture series with prestigious guests through the academic year, as well as various workshops and seminars.

Key Functions and Expected Performance:

Undergraduate Program support Manages enrollment functions via Peoplesoft Processes end of the year prizes/awards for undergraduate students Maintains the major and minor department listservs for undergraduate programs Tracks undergraduate data for the Directors of Undergraduate Studies in each area May assist with SACS reports for the undergraduate programs Processes major/minor declarations, advisor assignments and other forms and inquiries such as independent study and grade changes Course Scheduling Collects scheduling information for the undergraduate programs for each semester and summer sessions Enters large complex schedules in CPI and YES (coordinating special cases such as cross-listings, eligibility for other majors, new courses, etc.) Updates course/instructor information as needed Submits TA/Course Assistant/Course Coordinator/Grader assignments to A&S and the URO to establish access to VU information systems Events Assist the Administrative Coordinator with planning and coordinating on-campus and off-campus events for Buttrick Hall programs: Coordinate events for department guest speakers, lecture series, and symposiums. Organize catering and other event details (set-up, décor, clean-up, etc.) Book travel for guests and arrange itineraries (ground transportation, meals, meetings etc.) Advertise events (posters, listserv announcements, calendar updates etc.) Work with Event Services and make room reservations, AV specialists, etc. Administrative Duties Assists the Administrative Team and Department Chairs with special projects and requests Hires and supervises undergraduate student workers – including approval of timecards Supervises administrative tasks as needed, such as copy jobs, printing, department mailings, etc. delegating to student workers when necessary Provides knowledge and support for Oracle users (faculty, staff, students) Departmental Procurement and One Card purchasing contact and Guest Travel Coordinator Facilities and maintenance requests for all departments Additional duties as assigned by

Administrative Coordinator and Administrative Manager Supervisory Relationships :

The Administrative Specialist has supervisory responsibility over the undergraduate student assistants. The position will report administratively & functionally to the Administrative Coordinator.

Education and Certifications:

A Bachelor’s degree from an accredited institution of higher education is preferred .

Experience and Skills :

Experience working in a higher education/academic setting is preferred . Strong interpersonal communication skills are necessary . Demonstrated ability to work independently and collaboratively is necessary . Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary. Strong organizational skills including attention to detail are necessary. Ability to analyze problems and to develop effective solutions in a timely manner is necessary . Knowledge of University policies, processes, and procedures is preferred .