Vanderbilt University · 1 day ago
Administrative Specialist
Nashville, TN, United States
Full-time
Onsite
New Grad, Entry LevelVanderbilt University is a recognized leader in education and research, seeking an Administrative Specialist to assist in the day-to-day operations of the Department of Mathematics. The role involves providing administrative support, managing procurement orders, coordinating guest travel, and maintaining departmental communications and schedules.
E-LearningEducationHigher Education
Responsibilities
Assist in the administrative day-to-day operations of the department
Provide administrative support to the Administrative Officer, Administrative Manager, Program Manager, 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 administrative email inboxes 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
Qualification
Required
A High School Diploma is necessary
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
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
Preferred
An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred
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, and REDCap
Experience with Box and One Drive
Excellent verbal and written communication skills
Company
Vanderbilt University
Vanderbilt University is a private research university offering undergraduate, graduate, and professional programs.
Founded in 1873
1001-5000 employees
H1B Sponsorship
Vanderbilt University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (90)
2024 (91)
2023 (87)
2022 (58)
2021 (62)
2020 (65)
Funding
Current Stage
Late StageTotal Funding
$28.55MKey Investors
Mark AbkowitzNational Science Foundation
2018-11-07Grant· $4.5M
2018-04-18Grant· $0.55M
2015-07-10Grant· $12.8M
Leadership Team
B
Bharat Bhuva
Professor
Bill Blot
Professor
Recent News
vcnewsdaily.com
2026-01-06
2026-01-05
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