Administrative Assistant

The Administrative Assistant provides essential operational support to the Office of the Vice
Provost for Graduate Education and Growth Initiatives, including office coverage and reception, meeting preparation and setup, and general administrative functions. The Administrative Assistant also works in support of units across the Graduate Education portfolio as needs arise, while demonstrating strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, evolving environment.

About the Work Unit:
The Vice Provost for Graduate Education and Growth Initiatives leads a portfolio of academic strategic growth initiatives for graduate and professional students, serves as the Dean of the Graduate School, and oversees the Office of Postdoctoral Affairs (OPA). The mission of the Graduate School at Vanderbilt University is to promote excellence in research, scholarship, and creative expression such that graduate students and postdoctoral trainees are optimally prepared for successful careers in academia, industry, and related fields. Together, the Graduate School and OPA recruit the most promising pre- and post-doctoral scholars and create a stimulating environment that fosters intellectual growth and development.

Vanderbilt’s campus network is a growing ecosystem of campuses and strategic initiatives designed to extend the university’s impact beyond Nashville, and includes Vanderbilt University – New York City, Vanderbilt University – West Palm Beach, Vanderbilt University – San Francisco, and Vanderbilt University – Quantum Campus. The Office of the Vice Provost for Graduate Education and Growth Initiatives works to design and support academic programming and opportunities for graduate and professional students across this growing ecosystem.

Key Functions and Expected Performance:
Office Coverage and Reception

•  Provide front desk and phone line coverage, welcoming visitors and directing inquiries appropriately
• Monitor shared departmental email accounts and route inquiries appropriately
• Monitor and distribute incoming mail and packages
• In consultation with Vanderbilt University Maintenance and Operations, submit work orders for office and building maintenance and oversee requests through completion

Meeting Preparation and Setup

• Coordinate conference room scheduling and setup
• Prepare spaces for events and meetings with necessary equipment and materials
• In consultation with Vanderbilt University Information Technology, arrange audiovisual components and test functionality prior to meetings
• Arrange catering and refreshments as needed
• Document meeting attendance, record minutes, and track items for follow-up

General Administrative Functions

• Assist with scheduling on behalf of the Vice Provost
• Maintain departmental supply inventories
• Assist with processing travel-related reimbursements and other departmental expenditures
• Other duties as assigned

Supervisory Relationships:
The Administrative Assistant reports to the Interim Executive Director of Operations and Strategy. The Administrative Assistant does not have supervisory responsibilities.

Education and Certifications:

• A bachelor’s degree from an accredited institution of higher education or an equivalent combination of education, relevant experience, and relevant skills are necessary.

Experience and Skills:

• Must be willing to work part-time- roughly 30 hours per week; this role is a temporary position up to 6 months
• Experience with administrative, operational, or related professional areas is preferred.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
• Experience with financial processes, budgeting, invoicing, procurement, reimbursement workflows, or operational support functions.
• Ability to work independently while maintaining accountability for assigned responsibilities.
• Adaptability and willingness to support evolving departmental needs.
• Commitment to teamwork, collaboration, and continuous improvement.
• Ability to maintain confidentiality and exercise sound judgment.