Vanderbilt University Administrative Assistant II - Department of Chemistry in Nashville, Tennessee

Administrative Assistant II - Department of Chemistry (Job Number: 1800568)


About the Position: The Department of Chemistry here at Vanderbilt University has an exciting opportunity for an Administrative Assistant II.

About Vanderbilt: Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU 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. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday.

Duties and Responsibilities:

Assistant to theChair of the Department

  • Schedule meetings and appointments for Chair(Chairman Advisory Committee meetings, Safety Committee meetings,meetings with speakers and individual staff and faculty members, etc.)

  • Note all important dates (colloquiums, events,etc.) on calendar, note all due dates on calendar

  • Act as the primary liaison between the Chairmanand the Chemistry Faculty

  • Act as the primary liaison between the Chairmanand the A&S Dean’s Office

  • Collect and distribute data/records requested byA&S Dean’s Office

  • Work with other departments on campus—e.g., theVanderbilt Institute for Chemical Biology,

  • Molecular Toxicology and The Center forStructural Biology

  • Post announcements in campus publications and ondepartment website when faculty members win awards, speak atprestigious conferences, publish articles etc.

  • Prepare all necessary documents for theChairman’s meetings

  • Assist in the redesign of the departmentalrecruiting brochure and the redesign of the departmental website

  • Assist the Chairman with various administrativeduties (copies, typing letters, etc.)

  • Serve as a member of the departmentaladministrative team

  • Complete Non-PO Payment requests in Oracle forthe department

  • Help oversee the room and projector reservations/Chemistry administrative site

Departmental EventCoordinator / Chemistry Colloquium & Named Lecture Seminar Series

  • Serve as liaison between department and visitingspeakersCommunicate with both the speaker and the faculty member whois serving as host throughout the planning process

  • Obtain CV, title of colloquium, abstract, and flightinformation from speaker

  • Develop and distribute itinerary

  • Make all necessary reservations (room forcolloquium, hotel, ground transportation, lunch, dinner etc.)

  • Advertise all lectures/seminar in the ChemistryDepartment and in other science related departments (hang flyers, e-mail flyers, post on Chemistrywebsite, and post on University Calendar) in order to ensureimpressive turnout

  • Organize chemistry colloquium receptions: reserveroom, order food from caterer, set up food for reception, clean upafter reception

  • Obtain necessary information needed from eachvisiting speaker/guest in order to process travel reimbursementrequest

  • Work with the Alumni and Reunion Offices incoordinating the annual Chemistry Homecoming

Event-- receptionand tours

  • Travel Guest Coordinator (Concur/Oracle)

  • Coordinate, Book and Expense All Guest and(International Student) Travel

  • Manage Travel & Entertainment Card


  • Organize and maintain the confidential files foreach faculty member

  • Create new files for incoming faculty members

  • Maintain Professional memberships in order topublicize faculty positions

  • Advertise faculty position in various publications

  • Maintain each applicant’s file

  • Mail out “thank you” letters to the writers ofeach recommendation letter, mail out “receipt of application”letters to each applicant, mail out “decline” letters to the applicants who arenot chosen

  • Arrange the itineraries (make all necessaryreservations—ground transportation, hotel, lunch, dinner) for allapplicants who are chosen for an interview—including appointments with faculty membersand various Deans

  • If a candidate gives a seminar--arrange room forseminar and advertise seminar

  • Assist Chairman in obtaining externalrecommendation letters for candidates

  • Obtain and compile Affirmative Action informationand deliver to the A&S Dean’s office

  • Advertise new faculty appointments in on campuspublications

  • Post and advertise new faculty bios

  • Work with faculty member being promoted orreappointed and Vice Chairman in obtaining all necessaryinformation for promotion and reappointment packages

  • Obtain Teaching Evaluations and Student Commentsfrom Executive Officer

  • Assist Chairman in obtaining external recommendationletters for faculty members/Assist

  • Chairman in obtaining biographical informationabout the writers of each recommendation letter

  • Compile final promotion and reappointmentpackages and deliver to Dean’s office

  • Organize monthly meetings for both the facultyand the staff

  • Obtain agenda items for faculty meetings fromChairman; obtain agenda items for staff meetings from ExecutiveOfficer

  • E-mail agenda items and meeting reminders tofaculty and staff

  • Coordinate department relatedextracurricular/social events held within and outside campus (facultyretreats, parties at the Chairman’s house, etc.)

  • Design and mail out invitations for these events,work with caterers, musicians, valets etc.

Assisting theGraduate Education Program Coordinator

  • Assist Graduate Education Program Coordinator inthe execution of the Spring recruiting season, includingdepartmental recruiting weekend:

  • Fostering contracts with local hotels, groundtransport services and restaurants

  • Developing departmental marketing materials

  • Creating itineraries

  • Organizing current student volunteers

  • Attending all recruiting weekend events

  • Other duties as assigned.

Benefits: In addition to offering a lively community that encourages learning and celebrates diversity, VU 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 at

This position requires an Associate degree and 3 Years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 12520 - Chemistry

Job: Administrative / Office Support Supervisors, Leads, and Staff