The Faculty Administrative Assistant is part of the Finance and Administration team within the Owen Graduate School of Management at Vanderbilt University. This position provides academic, scholarship, and administrative support to multiple faculty members. Reporting directly to the Chief Business Officer the faculty administrative assistant interfaces with faculty, staff, and students to assist faculty members in accomplishing their teaching, publishing, and service goals.
The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allow us to interact with students, faculty, alumni, and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture - one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today's connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves. The Finance & Administration office is dedicated to supporting our faculty, staff, and students with their financial activities, including purchasing and payments, contracting, billing and collections, employment and payroll actions, and various administrative needs of the school.
Duties and Responsibilities
Perform as administrative assistant to Owen Graduate School of Management professors.
Maintain faculty calendars, arrange appointments, and coordinate complex meeting schedules.
Assist in arranging domestic and international travel for professors including assembling and submitting passport and visa applications for international travel and familiarity with Concur (travel booking application).
Process travel and business-related expenses, in a timely and accurate manner, to ensure prompt reimbursement according to institutional policies.
Assemble and prepare payment requests and procurement orders in Oracle using appropriate departmental, endowment, grant, or faculty research budgets.
Handle incoming mail and correspondence; set up, organize, and maintain filing systems; and other clerical assignments as needed.
Assist Academic and Student Affairs Office with exam distribution, proctoring, and compiling of completed exams during heavy exam period. Assist individual professors with grades, exam preparation, course evaluations, letters of recommendations and other highly sensitive student data and information.
Create and produce seating charts, photo index cards, attendance lists, or similar classroom materials and/or PowerPoint slides for professional presentations at faculty member's request.
Routine postings for faculty (i.e., class assignments, faculty materials, or other information as needed to Brightspace)
Proficient knowledge of online learning systems such as Brightspace, Yes, etc.
Assist in cross training and back-up support to other faculty support staff.
Assist the Office of the Dean's Event Specialist with organizing complex faculty meetings, conferences, and events including printing services, catering, travel, lodging, and restaurant arrangements, etc.
Provide learning expertise in online setting to Owen Graduate School of Management professors.
Provide identification, training, orientation, producing and coaching to Owen faculty for online and asynchronous course delivery.
Provide audio-visual and technical support to in-person classrooms to ensure successful curriculum delivery.
Offer consultation, support, and guidance to faculty on visual lecture content for in-person or asynchronous environment.
Works directly with Owen IT partners for smooth transition between in-person or potential remote teaching efforts.
Proficient knowledge of videotelephony software such as Zoom, Microsoft Teams, etc.
Bachelor's and 2 years of experience or the equivalent is preferred.
Experience in a higher education setting
Skilled in general Microsoft Office software including Word, Excel, and PowerPoint.
Derives energy from working closely and collaboratively as a team to make positive impact.
Innovative, friendly, and positive personality enjoys learning and problem-solving.
Embraces and thrives in the academic culture.
Attentive to detail.
Excellent interpersonal and communication skills.
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: 10000945
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.