Administrative Specialist

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.

Key Functions and Expected Performance:

• Assist in the administrative day-to-day operations of the department
• Provide administrative support to the Administrative Manager, Administrative Coordinator, and Department Chair, as needed. 
• Serves as Departmental Procurement Requester, processing procurement orders, such as office and break room supplies.
• Serve as a departmental One Card holder, for procurement and travel purchasing.
• Serve as Guest Travel Coordinator for all departmental seminar speakers, as well as other invited guests. This includes lodging, airfare, parking, and travel expense reimbursements.
• Event planning for guest speakers and lecture series, as requested, to include placing regular catering orders.
• Reserve campus rooms via EMS, as needed.
• Update the department website and other communication platforms [displays, newsletters]
• Submit facilities work orders, as needed, and process all key and new phone number requests.
• 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 self-manage multiple projects with varying deadlines.
• Must have the ability to maintain confidentiality and use discretion
• Excellent professional written and verbal communication skills
• Screens department phone calls and program email boxes as needed
• Maintains access to selected calendars to schedule meetings involving multiple participants related to departmental and program events
• Point of contact for communication for website updates, calendars, and redcap forms/needs related to department events, colloquium and other program activities
• Other duties as assigned 

Supervisory Relationships:

This position does not have supervisory responsibility.  This position reports administratively & functionally to the department Administrative Coordinator.

Education and Certifications:

• A High School Diploma is necessary.
• An Associate’s Degree or Bachelor’s Degree from an accredited institution of higher education is preferred.

Experience and Skills:

Required Qualifications:

• Working knowledge of Outlook, Word, Excel, and Adobe Acrobat 
• Strong organizational skills and detail-oriented with an emphasis on self-managing multiple tasks and proven capabilities to meet deadlines 
• Effective verbal and written communication skills 
• Excellent customer service skills 
• Experience with administrative systems, policies, and procedures
• Enjoy working independently and as part of a team

Preferred Qualifications:

• High proficiency in MS Office (Excel, Word), Adobe Acrobat, Slack, Zoom, and standard website interfaces
• Experience managing multiple calendars and/or complex calendars 
• Proficient user of Vanderbilt systems including, but not limited to Concur, Oracle, eProcurement, REDCap
• Experience with Google Docs, Box, and Dropbox
• Excellent verbal and written communication skills

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 professio