Administrative Specialist Position Available In Davidson, Tennessee

Administrative Specialist
United States

JOB DESCRIPTION

The Program Specialist is part of Calhoun Hall in the College of Arts and Science at Vanderbilt University and is responsible for assisting with student-related activities in multiple departments. The Program Specialist reports directly to the Program Coordinator in Calhoun Hall. The Program Specialist performs complex administrative duties requiring high-level decision-making skills and sound judgment. The position requires a thorough understanding of University policies and procedures.
Student services:
Assists the Director of Undergraduate Studies in matters related to departmental major declarations, assigning of advisors, adding students to classes, and other tasks as needed.
Assists with compiling and editing the course schedule.
Assists the Graduate Program Coordinator with the Ph.D. and M.A. programs. Tasks include assisting with admissions, the assigning of teaching assistants, and other matters as needed.
Responsible for hiring and managing undergraduate student workers.
Responsible for producing and sending out weekly undergraduate student newsletters.
Other student-related activities as needed.

Departmental Events:

Responsible for all undergraduate events in Calhoun Hall.
Assists the Administrative Coordinator with other events in Calhoun Hall, as needed.

Supervisory Relationships:

This position has no supervisory responsibility. The position will report administratively & functionally to the Program Coordinator.

Qualifications:

A High School diploma or GED is required. An Associate’s Degree or Bachelor’s Degree from an accredited institution of higher education is preferred.
Strong organizational & analytical skills is necessary.
Resourceful and detail-oriented is necessary.
Excellent interpersonal written & oral communications skills is necessary.
Ability to plan, develop, and coordinate multiple projects is necessary.
Ability to work both as a member of a team & independently is necessary.
Microsoft Office proficiency (including Word and Excel) is necessary.
Adobe Professional is preferred.
Key Characteristics of a Successful Team Member in this

Work Unit:

Responds Promptly

• When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
  Hard-Working
• Is industrious as well as efficient (busy isn’t the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
  Works through Issues
• Recognizes that the work is about successful outcomes. If things aren’t going well, outcomes suffer. Is willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.
  Reliable
• Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others.
  Eager
• Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise.

General Characteristics of a

Successful Vanderbilt University Staff Member:

Acceptance of Feedback

• Takes constructive criticism with grace and make improvements without taking it personally or holding grudges. When wrong, owns it
• freely admits mistakes.
  Adaptability
• Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
  Analytical & Detail-Oriented
• Accurately assesses information and applies applicable law, policy and procedure. Considers the long-term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
  Assumes Positive Intent
• Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
  Assumes the Best
• Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything.
  Autonomous
• Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
  Believes
• Believes in the work being done and in the importance of the organization’s mission.
  Creative Thinking
• Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
  Helpful Nature
• Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
  Honest and Transparent
• Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright.
  Integrity
• Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
  Maturity
• Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct
  Naturally Communicates
• Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice and considers it thoughtfully.
  Nice
• Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
  Optimistic
• Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment.
  Perspective
• Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
  Praises Publicly; Criticizes Privately
• When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
  Raises the Bar
• Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
  Resilient
• Is resilient in the face of daunting challenges and setbacks; bounces back readily.
  Respect
• Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
  Sharing
• Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice and considers it thoughtfully.
  Teamwork
• Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well.

Doesn’t expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other’s strong suits.

ABOUT US

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.
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.
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.

JOB INFO

Job Identification
10006762
Job Category
Administrative & Operations Support
Posting Date
04/21/2025, 11:42 AM
Locations
United States
Job Schedule
Full time