The Administrative Specialist is located in Buttrick Hall in the College of Arts & Science at Vanderbilt University and is responsible for the administrative functions of the undergraduate programs. The Administrative Specialist will report directly to the Administrative Coordinator and will work closely with department Chairs and the Directors of Undergraduate Studies in Buttrick Hall. This position will engage with a wide range of colleagues (faculty, staff, and students), in various areas and central offices. This role requires problem-solving skills and the ability to take responsibility for the success of various tasks and projects. The position requires a thorough understanding of University policies and procedures.

About the Building:

Buttrick Hall is comprised of seven departments including African American & Diaspora Studies, American Studies, Asian Studies, Cinema & Media Arts, European Studies, Gender & Sexuality Studies, and Jewish Studies. Buttrick Hall has many full-time faculty members that teach an array of courses, and work extensively on research projects. The Departments host several lecture series with prestigious guests through the academic year, as well as various workshops and seminars.

Duties and Responsibilities:

Undergraduate Program support (10%)

Manages enrollment functions via Peoplesoft

Processes end of the year prizes/awards for undergraduate students

Maintains the major and minor department listservs for undergraduate programs

Works closely with the Directors of Undergraduate Studies (DUS) in each academic department

Tracks undergraduate data for the Directors of Undergraduate Studies in each area

May assist with SACS reports for the undergraduate programs 

Processes major/minor declarations, advisor assignments and other forms and inquiries such as independent study and grade changes

Supports programming as needed

Course Scheduling (20%)

Collects scheduling information for the undergraduate programs for each semester and summer sessions

Enters large complex schedules in CPI (coordinating special cases such as cross-listings, eligibility for other majors, new courses, etc.)

Updates course/instructor information as needed

Reviews and proofs academic schedules on YES and works with Academic Services and the URO on changes

Submits TA/Course Assistant/Course Coordinator/Grader assignments to A&S and the URO to establish access to VU information systems

Manages classroom assignments and requests working closely with the Office of Academic Services

Events (30%): 

Assist the Administrative Coordinator with planning and coordinating on-campus and off-campus events for Buttrick Hall programs:

Coordinate events for department guest speakers, lecture series, and symposiums.

Organize catering and other event details (set-up, décor, clean-up, etc.)

Book travel for guests and arrange itineraries (ground transportation, meals, meetings etc.) 

Advertise events (posters, listserv announcements, calendar updates etc.)

Work with Event Services and make room reservations, AV specialists, etc.

Administrative Duties (40%)

Assists the Administrative Team and Department Chairs with special projects and requests 

Hires and supervises undergraduate student workers â?? including approval of timecards

Supervises administrative tasks as needed, such as copy jobs, printing, department mailings, etc. delegating to student workers when necessary

Provides knowledge and support for Oracle users (faculty, staff, students)

Distributes communications and announcements, as applicable

Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and guests

Facilities and maintenance requests for all departments

Additional duties as assigned by Administrative Coordinator and Administrative Manager

Supervisory Relationships:

The Administrative Specialist has supervisory responsibility over the undergraduate student assistants. The position will report administratively & functionally to the Administrative Coordinator.

Qualifications:

A Bachelorâ??s degree from an accredited institution of higher education is preferred.

Experience working in a higher education/academic setting is preferred.

Strong interpersonal communication skills are necessary.

Demonstrated ability to take responsibility for projects, and to work independently and collaboratively is necessary.

Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.

Strong organizational skills including attention to detail are necessary.

Ability to analyze problems and to develop effective solutions in a timely manner is necessary.

Knowledge of University policies, processes, and procedures is preferred.

Ability to self-direct and work proactively is necessary.

Microsoft suite proficiency is preferred.

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