Administrative Assistant

Position Summary: 

This position will support the administrative needs of the Center for Spiritual and Religious Life (CSRL), a center in the Belonging and Communities area of Student Affairs at Vanderbilt. The Administrative Assistant will work closely to support the CSRL staff, front desk operations, and day-to-day operations of the center. A strong candidate for this position will have strong professional service and communication skills, excellent organizational and critical thinking capabilities and an ability to solve problems effectively and efficiently. This is a full-time, non-exempt position, reporting to the Director of the Center for Spiritual and Religious Life.

About the Work Unit:

The Administrative Assistant supports student organizations and professional staff of the Center for Spiritual and Religious Life by managing procurement and expense reports, coordinating travel, facilitating requests for maintenance or information technology requests, meeting scheduling, managing room reservations, and initiating the contract approval and payment processes for guest speakers. The Administrative Assistant works in consultation and collaboration with team members in Student Affairs and across the University who are responsible for finance, procurement, human resources, maintenance, etc.

About Student Affairs at Vanderbilt:

Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment. 

Key Functions and Expected Performance: 

General Administrative Support:

• Cover front desk operations, monitor general inboxes, assist with main phone line. 
• Greet visitors and guests to the CSRL and provide the highest level of professional service. 
• Utilize Microsoft Outlook Email and Calendar applications, Excel, and PowerPoint in support of CSRL activities. 
• Provide administrative support to ensure the success of CSRL programming initiatives, including speakers, workshops, and events. 
• Assist with the administrative management of the University’s Affiliated Chaplain program, including maintaining a contact list, supporting their use of shared space, and coordinating routine meetings, under the direction of the Director of the CSRL. 
• Develop spreadsheets, gather appropriate information, query databases, create reports, and update records when necessary. 
• Assist, as needed, with calendaring recurring, ad-hoc and committee meetings with internal and external participants. 
• Provide general office management and clerical assistance with copying, printing documents, filing, disseminating, and maintaining records (including files of a sensitive nature including application and personnel files). 
• Maintain supply inventory, including purchasing office supplies, refreshments, kitchen supplies, minor office equipment, and initiating VUIT requisitions. 
• Order catering/snacks for events and meetings 
• Assist with compiling and organizing materials for meetings. 
• Collect information in order to draft and send communication pertaining to financial records or information. 
• Assist with recruitment searches and scheduling interviews. 
• Process incoming and outgoing mail for the department. 
• Assist with outreach efforts by adding events to Anchor Link, compiling feedback forms, and creating sign-up forms. 
• Manage the reservation and scheduling of spaces for events hosted by CSRL. 
• Assist with submitting VUIT tickets. 
• Book travel and act as delegate for staff related to expense reports. 
• Manage building requests/Plant Ops maintenance orders: 
  • Contact person for building tenants/communications regarding card badges, parking spaces, and/or maintenance requests submitted to Plant Ops 
  • Contact person for Annex Plant Op work orders such as restroom plumbing issues o Contact person for BCM, St. Augustine, and other student religious life organizations for issues mainly around Plant Ops maintenance requests. 
  • Coordinate requests with Student Centers Facilities and Operations staff 
• Arrange bus transports as needed. 
• Process Speaker Agreements and Contracts 
• Other administrative support as requested. 

 Student Organization Support:

• Coordinate the purchasing needs of registered student organizations advised through CSRL by serving as a Procurement requestor, One Card holder, and holder of multiple check-out payment cards. 
• Work directly with students and the CSRL staff serving as advisors to support the organizations purchasing needs. 
• Ensure student organizations operate within Student Affairs and University policies, and track advisor approval for all purchases. 
• Guide student organizations through the travel reservation process in accordance with University policies. 
• Communicate University travel policies and expectations, gather and track necessary student information, and coordinate and secure required reservations. 
• Collaborate with Student Affairs Finance and Student Organizations, Leadership and Service to maintain current information regarding trainings for students and staff serving as advisors and organizational liaisons on purchasing and travel policies, regulations, and processes. 
• Serve as a key participant to evaluate and identify process improvements in the support of student organizations purchases. 
• Inform students and staff of changes to policies and procedures that enable them to manage student organization operations more effectively. 
• Communicate effectively with student organization leaders and advisors regarding the purchasing and travel process. 

Financial Transactions:

• Serve as a key procurement requestor 
• Serve as a OneCard holder for general office needs 
• Prepare invoices annually in April for affiliate chaplains’ office rent. 

Other:

• Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees, task forces, and working groups.
• Actively participate in key divisional initiatives and events, including Move-In Day and all-division meetings and gatherings.
• Maintain a working knowledge of relevant university policies, procedures, and systems—such as those related to travel, procurement, expense, and time reporting—to ensure effective, compliant, and responsible operations.
• Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.

Supervisory Relationships: 

This position does not have supervisory responsibility; the position reports administratively and functionally to the Director of the Center for Spiritual and Religious Life. 

Education and Certifications: 

• An associate’s degree in an appropriate area of specialization from an accredited institution of higher education is necessary. 
• A bachelor’s degree in an appropriate area of specialization from an accredited institution of higher education is preferred.  

Experience and Skills: 

• At least 3 years of related experience is necessary. 
• Proven customer service experience is necessary. 
• Proven ability to prioritize and multi-task is necessary. 
• Excellent interpersonal skills are necessary.