Senior Administrative Assistant

 

Senior Administrative Assistant in the Office of Biomedical Research Education & Training (BRET)

TEMPORARY POSITION with the OPTION TO PERMANENT PLACEMENT

 

The Senior Administrative Assistant in the Office of Biomedical Research Education & Training (BRET) is a key contributor in providing administrative support to the Senior Associate Dean, along with the clerical and event-support needs of the BRET Office as well as the event coordination and administrative efforts of the lab of the Senior Associate Dean. The Senior Administrative Assistant oversees the calendar management, travel arrangements, and scheduling of meetings, among other meeting support (minutes, follow-up tasks, reminders, and agendas) for the Senior Associate Dean of BRET. Other clerical duties include procurement and One Card supervision and assisting with various small and large-scale events for both the BRET Office and the Senior Associate Dean’s lab throughout the year as needed. This 40-hour per week non-exempt position requires someone who is a mature, proficient, detail-oriented professional eager to serve the executive needs of the Senior Associate Dean while also fulfilling duties for the BRET Office to operate in a smooth, productive atmosphere.

 

Description  

The BRET Office supports and coordinates graduate education, postdoctoral training, minority affairs, career development, trainee well-being, and stipend and grant support for the Vanderbilt biomedical research trainee community. Within the BRET Office are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Duties and Responsibilities:  

Senior Associate Dean Support: (60%)

• Prioritize and schedule multiple complex meetings for the Senior Associate Dean, including usage of Outlook calendar, Doodle polls, etc.

• Provide support for the Senior Associate Dean’s reoccurring meetings, including email reminders, agendas, meeting minutes, attendance tracking, and email coordination and communication on behalf of the Sr Associate Dean.

• Coordinate with BRET Office Senior Director of Strategic Initiatives on arising BRET issues and current initiatives that need action and coordination with the Senior Associate Dean.

• Assist in travel arrangements, including processing of travel expense reimbursements and monitoring receipt of business expenses.

• Serve as key Chazin lab procurement requester.

• Assist Chazin Lab Manager in organizing and running Chazin lab events.

• Assist Senior Associate Dean with grant applications and requests for information.

• Maintain working knowledge and understanding of travel and business expense policies and procedures.

BRET Office Support: (40%)

• Coordinate logistics for meetings of the BRET office, including space reservations and set-up, virtual accommodations and troubleshooting, audio/visual needs, and equipment set-up for the general BRET office including 

• Greet and assist students, faculty, staff and guests with questions and concerns, and direct to appropriate places.

• Answer and transfer phone calls.

• Archiving, storing, and organizing digital files for clerical posterity and efficient use, including meeting minutes, presentation slides, and letters of support. 

• Disseminate mail to appropriate office members.

• Keep kitchenette, conference rooms, and filing and storage areas stocked and organized.

• Contact VUIT, facilities, maintenance, and housekeeping, as necessary.

• Maintain listservs and email groups for various committees and groups serviced by BRET

• Make room reservations for staff members for various events, classes, and programs.

• Maintain working knowledge and understanding of travel and business expense policies and procedures.

• Assist with both small and large-scale BRET Office events as needed. 

• Track progress on and facilitate with appropriate parties for letters of recommendation, statements of diversity, and other documents as requested.

• Utilize REDCap, Oracle, Box, Microsoft Office calendaring, and other platforms as appropriate for job function.

• Understand and communicate new/updated policies, procedures, deadlines and timeframes from the Office of Postdoctoral Affairs, VUMC’s Medical Center Relations, International Student Services Offices, and other related federal or University agencies.
• Attend School and University meetings related to the position.
• Attend  appropriate training offered by the University.

• Other duties as assigned.

Qualifications

• A Bachelor's degree from an accredited institution of higher education and at least 2-3 years of relevant work experience is necessary.

• Strong organization skills with an emphasis on managing multiple tasks and proven capabilities to meet deadline is necessary.

• Effective oral and written communication skills are necessary.

• Experience managing multiple calendars and/or complex calendars is necessary.

• Excellent verbal and written communication skills.

• Careful and accurate as well as detail-oriented.

• Enjoy working independently and as part of a team.

• Preferred Software / Vanderbilt Systems Knowledge:  

  • MS Office proficiency (including Word, Access, and Excel), Adobe Professional

  • Proficient user of Vanderbilt systems included, but not limited to Oracle and Concur

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.