The Senior Assistant is responsible for managing the day-to-day administrative support activities of the Office for Planning and Institutional Effectiveness (PIE), and also providing general administrative support to the units within Suite 805 Baker Building (PIE plus Academic Affairs Process and Systems Implementation (AAPSI)). The Senior Assistant is also responsible for providing calendar support to the Assistant Provosts for PIE and for AAPSI, and for others in their teams as required. The Senior Assistant serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions on a range of issues. This position requires a high level of skill in building relationships across the university while coordinating multiple activities in support of a busy office.
The Senior Assistant reports to the Assistant Provost and Executive Director for PIE, with a dotted line to the Assistant Provost for AAPSI.
The Office for Planning and Institutional Effectiveness (PIE) is a new Office, bringing together the former Vanderbilt Institutional Research Group and the Office of Assessment. The Office partners with leaders in Academic Affairs and beyond to support decision-making, planning, and actions based on high-quality and relevant data, information, and analysis. The Office comprises four teams: Partnering; Institutional Research and Analytics; Assessment; and Data Governance and Solutions.
PIE shares office space with the Academic Affairs Process and Solution Implementations (AAPSI) department, which organizes and leads information system implementations for Academic Affairs. AAPSI also supports systems already in production including PeopleSoft Campus Solutions, DocFinity, Slate, Brightspace, Interfolio, Destiny One, Blue, and Event Management System (EMS). In addition to these vended products, AAPSI partners with Vanderbilt University Information Technology (VUIT) to build applications and system integrations.
The shared nature of the space and the links between the activities in each office enables the two teams to share administrative support, with AAPSI providing financial-related support and PIE fulfilling other administrative functions.
Application deadline is Friday, August 23 at 11:59PM CT.
Duties and Responsibilities
Perform front-line duties including answering phones, responding to phone/in person/email inquiries, screening calls, and handling related issues. Serve as a ready point of contact for urgent inquiries, especially for the Assistant Provosts who may be frequently busy or out of the office. Take initiatives to resolve issues, or use knowledge of senior staff members, and other university departments, to engage for issue resolution when appropriate. Compose and draft letters and other correspondence when requested.
Manage calendars for the Assistant Provost and Executive Director of PIE, and for the Assistant Provost, AAPSI and provide support for their administrative tasks. Support other senior staff in these units in setting up complex meetings, particularly if they require coordinating multiple attendees with busy diaries.
Provide general office management, including maintaining office equipment and environment. This includes serving as the building liaison, maintaining the general appearance of the suite, maintaining kitchen inventories and rotas, managing office supply inventories, and supporting new staff and office relocations.
Collect and collate information using Excel, Word, or web forms, and perform clerical tasks such as data entry. Develop simple spreadsheets, gather information, query databases, and update records as necessary.
Review office procedures and recommend changes as appropriate, with a goal of streamlining and improving operations. Learn and use relevant new technology and tools and support their integration into office management.
Process incoming and outgoing mail and other deliveries.
Greet visitors and guests and provide a high level of welcome and customer service to them.
Assist with events and meetings when necessary.
Other duties as assigned.
Profile of an Ideal Candidate
A high school diploma or GED is necessary.
An associate degree or higher is preferred.
Experience working in a similar role in an office is necessary.
Prior experience at Vanderbilt University or in a university environment is preferred.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is necessary.
Customer service experience is preferred.
Ability to use independent judgment to resolve issues is necessary.
Ability to manage and impart information in a professional and tactful way is necessary.
Ability to work for multiple constituents and balance multiple deadlines is necessary.
Word processing and data entry skills are necessary.
Basic spreadsheeting skills are preferred.
About Vanderbilt Benefits
In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.
About Vanderbilt University
Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university's students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of "America's Best Large Employers" and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students.We seek individuals who are committed to this goal and our campus values.
Internal Number: 1901467
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.