<p>Position Summary:</p> <p>The Administrative Assistant is part of Student Accountability, Community Standards & Academic Integrity in the Student Affairs division at Vanderbilt University and is a key contributor responsible for administrative duties of a complex and confidential nature in support of departmental activities. This position provides administrative support for the Director, two Assistant Directors, one Coordinator, the Undergraduate Honor Council, and two Graduate Assistants. Reporting directly to the Director of Student Accountability, the Administrative Assistant work requires regular contact with faculty, senior administration, staff, the Vanderbilt University Police Department, representatives of other state agencies and universities, special investigators from the FBI and other governmental agencies, students and their parents, and the public.</p> <p>The Administrative Assistant works with a confidential online file management system and several other custom software applications, coordinates all student appointments for the office, performs disciplinary and reference checks for students applying for various opportunities before and after graduation (study abroad, graduate schools, licensing boards, government positions, etc.). Additionally, the Administrative Assistant handles routine office work such as calendar management, telephone calls and faxes, mail, event planning, etc.</p> <p>About the Work Unit:</p> <p>Student Accountability, Community Standards and Academic Integrity promotes good citizenship within the Vanderbilt University community by educating students to respect themselves and others, to act responsibly and to expect to be held accountable for their actions. The student accountability and honor systems address student violations of University policy through fair, consistent and confidential procedures. Student Accountability team members assist in the management of the administrative processes for cases involving alleged violations of University policy and the Honor Code in a manner that ensures the integrity of those processes as well as adherence to the department's and the Honor System's missions and policies.</p> <p>About Student Affairs at Vanderbilt:</p> <p>Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University's mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student's sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.</p> <p>Key Functions and Expected Performance:</p> <p>Reception and Communication</p> <ul> <li>Provide a welcoming reception area for a range of students, faculty, and staff who visit the office to ensure a positive experience with Student Accountability, Community Standards and Academic Integrity. Alert office staff of appointment arrivals. Screen individuals without appointments. </li><li>Optimize administrative operations for the unit as a whole, including reception and common areas. </li><li>Screen and direct incoming telephone calls in a respectful and professional demeanor to ensure a positive experience with Student Accountability, Community Standards and Academic Integrity. </li><li>Process and appropriately answer or refer emails in a personal account and in shared mailboxes to ensure a positive experience with Student Accountability, Community Standards and Academic Integrity. </li><li>Process and appropriately distribute mail in a timely and accurate manner. </li><li>Process correspondence with students to request meetings in a timely and professional manner and in accordance with office procedures to support timely resolutions to office matters. </li><li>Schedule student accountability and Honor Council investigative meetings over the phone and via email in accordance with instructions from student accountability officers and Honor Council investigators to support timely resolutions to office matters. </li><li>Prepare correspondence, presentation materials, and spreadsheets to assist office staff members in completing their job responsibilities. </li><li>Download compliance reports and send communication reminders on a regular basis as determined by the Director related to the University's mandatory training module program for all incoming enrolled students (undergraduate, graduate, and professional). </li></ul> <p>Disciplinary Record Maintenance</p> <ul> <li>Maintain and update files in the student disciplinary database (Maxient) to ensure the information is accurate and in compliance with the University's document retention policy. </li><li>Support the purging of University records in accordance with the University's document retention policy. </li><li>Maintain a spreadsheet database of all incidents reported to Student Accountability, Community Standards & Academic Integrity. </li><li>Process incident reports and create Student Accountability and Honor Council files within the student disciplinary database in a timely manner and in accordance with office procedures. </li><li>Create files for record keeping purposes related to Title IX, Student Discrimination, and No Contact Directive matters. </li><li>Assist with records system operations and account commissioning or decommissioning, as delegated by the Director, to support divisional work within the Maxient system. Maintain and preserve the confidentiality of disciplinary records in accordance with federal regulations and University policy. </li><li>Create disciplinary disposition letters and reports to provide accurate information to internal departments and external organizations regarding current and former students' disciplinary histories. </li><li>Acquire and maintain working knowledge of disciplinary policies and procedures to ensure compliance with federal regulations and University policies and procedures. </li></ul> <p>Administrative Tasks</p> <ul> <li>Perform procurement duties for the department including processing departmental purchases using the One Card and Oracle Purchasing. Ensure purchases and related reporting are processed timely and accurately in Oracle and in accordance with university Procurement policies. </li><li>Support staff in securing reimbursement on expenditures from the office budget or Honor Council budget. </li><li>Track expenditures and support the spending of the Undergraduate Honor Council. Manage procurement functions and vendor agreements for the Undergraduate Honor Council. </li><li>Maintain complex filing system for budgeting/financial files in accordance with office and University procedures. </li><li>Coordinate inventory and ordering of office supplies and equipment to ensure office staff members and the Undergraduate Honor Council can perform their responsibilities. </li><li>Maintain the common kitchen area to ensure it is properly supplied and functioning. </li><li>Monitor Student Affairs' Community Standards Hotline on a daily basis and provide timely information to the Director to ensure a prompt response to urgent matters. </li><li>Update summer project management platform annually for new deadlines and updated tasks </li><li>Maintain current knowledge of relevant technology to adequately support office staff and the Undergraduate Honor Council. </li><li>Appropriately prioritize and coordinate scheduling needs for student appointments and staff meetings to enhance turnaround time for student case completion. </li><li>Effectively self-manage changing priorities and deadlines to support office staff and the Undergraduate Honor Council in completing their responsibilities. </li><li>Support staff investigations for hazing within student organizations. </li><li>Assist with projects that have an administrative, clerical, or record component at the direction of the Director. </li></ul> <p>Other Duties:</p> <ul> <li>Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees, task forces, and working groups. </li><li>Actively participate in key divisional initiatives and events, including Move-In Day and all-division meetings and gatherings. </li><li>Maintain a working knowledge of relevant university policies, procedures, and systems-such as those related to travel, procurement, expense, and time reporting-to ensure effective, compliant, and responsible operations. </li><li>Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities. </li></ul> <p>Supervisory Relationships:</p> <p>This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Student Accountability, Community Standards & Academic Integrity.</p> <p>Education and Certifications:</p> <ul> <li>Associate's degree is necessary. </li><li>Bachelor's degree is preferred. </li></ul> <p>Experience and Skills:</p> <ul> <li>2 years of relevant experience is preferred. </li><li>Advanced computer skills in the use of MS Office Suite (Excel and Outlook), reporting is necessary. </li><li>Knowledge and experience using student / university / national databases (e.g. PeopleSoft, Maxient, Vector) is necessary. </li><li>Strong organizational skills and self-motivation is necessary. </li><li>Strong communication (oral and written) and public relations skills is necessary. </li></ul>