Reporting to the Vice Provost for Academic Affairs and Dean of Residential Faculty, the Executive Assistant will assist the Vice Provost with all scheduling, travel arrangements, and preparation of briefing materials along with management of daily office operations. Work ranges from standardized office support assignments to performance of administrative duties involving high-level decision-making and judgment, including the coordination of work distributed across a network of assistants in areas that report to the Vice Provost. Preparation of written reports and power-point decks and the capacity to work autonomously is required. This position requires a high level of skill in building relationships across the university and work requires contact with faculty, senior management, staff, students, parents, board members, and the public. Maintains extensive understanding of University and Provost's office policies and procedures. Interest in, and support for, a diverse and inclusive campus environment is expected.
The Office of the Vice Provost for Academic Affairs (VPAA) provides leadership, oversight, and support for the University's mission of teaching, learning, and service in undergraduate academic environments. The office works under the direction and guidance of the Provost to implement the Academic Strategic Plan while fostering equitable, diverse, & inclusive educational and immersive learning experiences. The office prioritizes investing in intellectual engagement, student achievement, positive student outcomes through strategic campus-wide initiatives and engaging partnerships throughout the Vanderbilt community.
Duties and Responsibilities
Coordinate busy and shifting calendars to include scheduling and coordinating meetings, while applying good judgment in determining priorities.
Responsible for travel arrangements for the Vice Provost including airline and hotel reservations, ground transportation, meeting arrangements, and expense reports.
Prepare the Vice Provost's briefings for events and appointments.
Coordinate logistical arrangements for meetings including space reservations, catering, audio/visual needs, and equipment set-up.
Serve as the first point of contact for guests, welcoming guests to the office, triaging issues the Vice Provost needs to address, and handling situations as they arise.
Assist with events hosted by the Office of Vice Provost for Academic Affairs.
Maintain confidentiality regarding communication and information received/gathered in office.
Coordinate with staff from all units in Vice Provost's domain.
Assist in developing administrative goals and priorities for departmental long-range strategic planning.
Reconcile non-payroll budget expenses; research and resolve discrepancies.
Prepare expense reports for the Office of the Vice Provost for Academic Affairs.
Work in conjunction with VUIT to maintain and/or coordinate equipment maintenance for copier, audio/visual equipment, printers, and computers.
General office management including answer and direct phone calls, processing incoming and outgoing mail, photocopying, printing documents, ordering supplies, oversee general appearance and tidiness of office space, including the office's kitchen and recycling program.
Utilize Microsoft Outlook email and calendar applications, Excel, and PowerPoint in support of the Vice Provost. Develop spreadsheets, gather appropriate information, query databases and update records when necessary.
Maintain file records by using and maintaining office equipment including copier/print server/scanner. Maintain paper and electronic files of a sensitive nature including application and personnel files. Review policies and processes and recommend changes as appropriate.
Other duties as needed which may include preparing and distributing briefing notebooks, sorting mail, delivering rush mail to other departments around campus, etc.
A Bachelor's degree from an accredited institution of higher education is necessary.
Minimum of five years' experience in a senior administrative role is strongly preferred.
Ability to successfully work with minimum supervision, and exercise independent thinking and judgement.
Excellent communication skills (verbal and written).
Working knowledge of Higher Education.
Office management experience.
Proficiency in the Microsoft Office Suite, high proficiency in Excel and PowerPoint.
Critical thinking and independent decision-making skills are necessary.
Ability to steadily manage urgent tasks is necessary.
This position is responsible for managing all the administrative and business aspects of the Office of the Vice Provost to include, but is not limited to:
Managing the Vice Provost' travel logistics, speaking engagements, teaching, etc. creating itineraries, PowerPoints, and drafting speaking remarks.
Support the Vice Provost in her capacity as Associate Professor, and her participation with external associations and boards.
Performing administrative duties of a highly complex, detailed, and confidential nature.
Executing projects and assignments delegated by the Vice Provost.
Serving as an extension of the Vice Provost to members of the Vanderbilt community, and local communities at large.
Creating, establishing, and communicating departmental policies, procedures and processes.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000773
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.