Administrative Coordinator

About the Work Unit: 

The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty is comprised of several International Congress of Mathematicians (ICM) speakers and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics including biomathematics, combinatorics, geometry and topology, group theory, PDE’s, universal algebra & logic, and harmonic analysis. The research achievements of Vanderbilt mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMS-MAA Mathematical Meetings. 

 

Duties and Responsibilities: 

Faculty & Postdoctoral Affairs 

 

Process Faculty appointments, including reappointments/terminations/retirements/emeriti 

 

 

Process Visiting Scholar appointments 

 

 

Process Postdoctoral Scholar appointments and functionally serve Line Manager 

 

 

Serve as department liaison for College Faculty Affairs and OPA 

 

 

Coordinate Postdoctoral and Faculty advertising/recruiting, as needed, through Interfolio and  Mathjobs 

 

 

Coordinate campus visits for Faculty candidates, to include travel and meeting itineraries 

 

 

Track active visa statuses for Postdoctoral and Faculty visas 

 

 

Collaborate with various campus partners to process/renew postdoctoral and faculty visas 

 

 

Coordinate ongoing documentation of departmental Teaching Evaluations for use in reappointments 

 

 

Facilitate new hire onboarding, to include obtaining VUnetIDs, IT equipment, and orientation 

Facilities: 

 

Act as back-up to Administrative Specialist for all facilities requests, including submitting work orders 

 

 

Oversee Administrative Specialist’s ongoing facilities tasks 

 

 

Coordinate update for Faculty and Postdoctoral office nameplates each semester with new Office  Hours 

 

 

Coordinate update of building directory prior to start of each academic year (fall) 

 

 

Assist Administrative Manager with annual Space Survey (spring) 

 

 

Assist Administrative Manager with annual office assignments (fall) 

 

 

Financial: 

 

Assist Administrative Manager in monitoring budgets for assigned conferences and workshops 

 

 

Hold University One Card for departmental expenses (as a back-up to AS); reconciling in regular  expense reports 

 

 

Coordinate purchases and payments for the departments, with the assistance of the Administrative  Specialist 

 

 

Personnel: 

 

Oversee Administrative Specialist position, including all tasks and responsibilities 

 

 

Coordinate semesterly front desk student worker schedule, serving functionally as their Line Manager 

 

 

Assist Administrative Manager in overseeing daily student worker tasks 

 

 

Other: 

 

Assist with planning and coordinating departmental events (Seminars, Recognition events, Faculty retreat, holiday events, etc.), as needed 

 

 

Coordinate website content updates with student workers and/or VU Communications 

 

 

Strong time management skills: ability to operate independently, prioritize, and accomplish complex initiatives within deadlines. Ability and willingness to adjust to changing priorities on short notice and manage multiple projects with varying deadlines. 

 

 

Must have the ability to maintain confidentiality and use discretion 

 

 

Excellent professional written and verbal communication skills 

 

 

Handle other administrative task requests from department members, as needed 

 

 

Additional duties as assigned. 

 

 

Supervisory Relationships: 

This position has supervisory duties as direct supervisor of Administrative Specialist.  The position will report administratively & functionally to the Administrative Manager. 

  

Education and Certifications: 

 

Bachelor's degree is necessary. 

 

 

Qualifications: 

 

Two years relevant experience is necessary. 

 

 

Excellent interpersonal written and oral communicat