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Administrative Assistant, Dean of Students Office

Position Summary:

This position will provide oversight and support the needs of the central Dean of Students Office (DOS). The Administrative Assistant will work closely to support DOS leadership and will serve as the primary position to cover front desk operations and provide support as needed for staff in the Central Dean of Students Office. This position will have strong professional service and communication skills, excellent organizational and critical thinking capabilities and an ability to solve problems effectively and efficiently. This is a full-time, non-exempt position, reporting to the Executive Assistant and Office Manager for the Dean of Students.

About the Office of the Dean of Students

The Office of the Dean of Students serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service by fostering academic and social networks through which students develop as intentional learners and global citizens. The Office of the Dean of Students creates opportunities to involve students, faculty and staff in diverse learning communities and provides a critical support structure for enriching the overall student experience. We achieve these ends through strategic alignment, both internally and in concert with other university departments. We care deeply. We educate completely. We lead with excellence. Diversity, equity, inclusion, and mental health are top priorities for the institution and by extension the offices of the Dean of Students. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

Key Functions and Expected Performance:

Administrative Support:

+ Position serves as primary front desk operations, assisting with main phone line and visitors.

+ Greet visitors and guests to the Office of the Dean of Students and provide the highest level of professional service.

+ Utilize Microsoft Outlook Email and Calendar applications, Excel, and PowerPoint in support of the Office of the Dean of Students activities. Develop spreadsheets, gather appropriate information, query databases and update records when necessary. Manage calendars of recurring, ad-hoc and committee meetings with internal and external participants.

+ Provide general office management and clerical assistance with copying, printing documents, filing, and maintaining records. Maintain paper and electronic files of a sensitive nature including application and personnel files

+ Assist with scheduling meetings and calendar invitations.

+ Maintain supply inventory; including purchasing office supplies, refreshments, kitchen supplies, minor office equipment, and initiating VUIT requisitions.

+ Provide administrative support to the DOS Central Leadership team.

+ Assist with recruitment searches and scheduling interviews.

+ Process incoming and outgoing mail for the department.

+ Manage calendar for the conference room.

+ Assist departments with submitting VUIT tickets.

+ Other administrative support as requested.


+ Serves as a key procurement requestor in the central office.

+ Serve as a OneCard holder for general office needs.


+ Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.

+ Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.

+ Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division.

+ Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse ‘Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.

Supervisory Relationships:

This position does not have supervisory responsibility; the position reports functionally and administratively to the Executive Assistant and Office Manager for the Dean of Students.

Education and Certifications:

+ An Associate’s degree in an appropriate area of specialization from an accredited institution of higher education is necessary.

+ A Bachelor’s degree in an appropriate area of specialization from an accredited institution of higher education is preferred.

Experience and Skills:

+ At least 3 years of related experience is necessary.

+ Proven customer service experience is necessary.

+ Proven ability to prioritize and multi-task is necessary.

+ Excellent interpersonal skills are necessary.

+ Proven ability to work independently and in teams is necessary.

+ Experience with Microsoft office suite is necessary.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

Administrative Assistant, Dean of Students Office

Full time
Nashville, TN

Published on 09/13/2021

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