<p>The Sr. Administrative Specialist is part of the Institute for Software Integrated Systems at Vanderbilt University School of Engineering. This position performs administrative duties supporting the Assistant Director and staff within the Institute as well as other tasks as assigned.</p> <p>Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to general office operations with minimal guidance. The position will function with a high degree of understanding of university life, policies, and procedures.</p> <p>About the Work Unit:</p> <p>The Institute for Software Integrated Systems conducts basic and applied research in the area of systems and information science and engineering. Applications of its technology span a wide range of software-intensive systems from small, embedded devices, through real-time distributed systems, to globally deployed complex systems. Software is increasingly essential to the functions of these systems, and it is also the primary means of adapting them to their environments and users. Our research interests lie in the theoretical foundations, modeling, design, engineering, and educational aspects of these systems.</p> <p>Key Functions and Expected Performance:</p> <p>Office Administration -25%</p> <ul> <li>Manage and provide support when needed for the Senior Administrative Specialist and Associate Administrative Officer positions with assigned administrative duties </li><li>Manage all aspects of office administrative support, which requires skillful diplomacy, decision-making and the handling of confidential information with discretion </li><li>Exude a high caliber of organization, proactive thinking, open communication and stakeholder support in a variety of tasks in a high-profile and fast-moving environment </li><li>Greet visitors in a courteous and professional manner </li><li>Manage the work unit's email box. Receive and forward/delegate communications as needed </li><li>Maintains office files; implements an efficient system for other staff to access files and records </li><li>Assist with faculty searches for the work unit when needed </li><li>Assist with administrative process improvement </li><li>Performs other related duties as assigned Financial Coordination - 50% </li><li>Coordinate guest travel </li><li>Coordinate faculty travel and expense reporting </li><li>Serve as a delegate on all purchases and travel, as well as other faculty and students as needed </li><li>Coordinate departmental cell phone plans </li><li>Encumber all departmental charges </li><li>Assist grants team with reconciling accounts </li><li>Assist SAO and AAO with other financial tasks as needed </li><li>Assist with events and seminars as needed </li></ul> <p>Operational Coordination -15%</p> <ul> <li>Facilitates maintenance of office equipment including cleaning, maintenance, and repairs </li><li>Maintains departmental calendars, including scheduling meetings or events </li><li>Coordinate building access and seating assignments </li><li>Assists with the annual space survey as needed </li><li>Identifies and address building issues with building manager and plant ops </li><li>Answer routine questions </li><li>Answer multi-line phone professionally, screen and direct caller to appropriate party. Review voicemail periodically during the day and return calls </li><li>Maintain adequate level of kitchen and office supplies to meet the department needs </li><li>Keep kitchen and supply areas organized </li><li>Other tasks as assigned </li></ul> <p>Meeting & Event Coordination - 10%</p> <ul> <li>Assist with schedule and support preparation activities (e.g. organizing materials) and logistics (e.g. catering orders, venue selection) for internal and external meetings, including monthly, full- and multi-day, and cross-team work group meetings; site visits; and other convening as necessary </li><li>Help prepare and send pre- and post-event communications, including online surveys, and track and support follow-up on any resulting action items </li><li>Provide technology management and troubleshooting support during virtual meetings (e.g. Zoom chat monitoring, breakout room set-up, polling, etc.) </li><li>Ensure conference rooms and other meeting spaces are prepared prior to use </li><li>Performs other related duties as assigned </li></ul> <p>Supervisory Relationships:</p> <p>This position does not have supervisory responsibility; this position reports administratively and functionally to the Assistant Director.</p> <p>Education and Certifications:</p> <ul> <li>Bachelor Degree in a related field is preferred </li></ul> <p>Experience and Skills:</p> <ul> <li>2 - 4 years of relevant experience is necessary </li><li>Excellent verbal and written communications skills is necessary </li><li>Great customer service skills is necessary </li><li>Proficient in Outlook, Word, Excel, PowerPoint, and Adobe is necessary </li><li>Meticulous attention to detail is necessary </li><li>Strong organizational skills and ability to work on multiple projects simultaneously is necessary </li><li>Strong critical thinking/problem solving skills is necessary </li><li>Experience working with senior leadership is preferred </li><li>Experience working in a higher education/ academic setting is preferred </li><li>Comfort with new technological systems. Adapts easily to changes in technology and process is preferred </li><li>Professional, positive, and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff is necessary </li><li>Dependable, motivated, and willing to learn is necessary </li><li>Being a team player is necessary </li></ul> <p>General Characteristics of a Successful Vanderbilt University Staff Member:</p> <p>ACCOUNTABILITY: Owns decisions, outcomes, work products, etc. that are within the scope of one's role.</p> <ul> <li>Works through Issues - Recognizes that the work is about successful outcomes, if things aren't going well, outcomes suffer; is willing to have crucial conversations if things aren't going well; doesn't just complain to management… does everything possible to remedy the situation directly first </li><li>Reliable - Does what they say they will do, when they say they will do it; shows up for work when expected; doesn't push the burden of work volume or deadlines to others </li><li>Integrity - Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together </li><li>Acceptance of Feedback - Takes constructive criticism with grace, and makes improvements without taking it personally or holding grudges; when wrong, owns it - freely admits mistakes </li></ul> <p>Current service members interested in utilizing our Skillbridge program are encouraged to apply to this role. Please visit our Skillbridge page for guidance on the process: https://www.vanderbilt.edu/military/skillbridge/</p>