Vanderbilt University Administrative Assistant II, Office of Active Citizenship and Service in Nashville, Tennessee

Administrative Assistant II, Office of Active Citizenship and Service (Job Number: 1801501)


Position Summary

The Administrative Assistant II for the Office of Active Citizenship and Service must professionally perform administrative duties of a complex and fast-paced nature in support of departmental activities. The Administrative Assistant provides administrative support for the Director, Assistant Director, and three Program Coordinators. The Administrative Assistant (AA) monitors and reconciles expenditures of budgeted program accounts; maintains files for OACS accounts and acts as trustee for multiple Vanderbilt OneCards; and submits timely reconciliations and requisitions for OACS purchases via the Oracle platform. The AA makes the majority of purchases for the office and keeps stock of items needed for the office. The AA is also responsible for department budgets and maintenance of all financial records for auditing purposes. The Administrative Assistant’s work requires regular contact with faculty, senior administration, staff, students and their parents, and the public.

Vanderbilt Chancellor Nick Zeppos and Dean of Students Mark Bandas have identified diversity, equity, inclusion, and mental health as top priorities for the institution and by extension the offices of the Dean of Students. Candidates must be able to articulate a foundational understanding and commitment to engaging with these priorities within the context of a higher education environment.

About the Work Unit

The Office of Active Citizenship and Service (OACS) is a unit within Vanderbilt University’s Dean of Students area. The mission of OACS is to create a culture of exploration and learning followed by critical reflection and action for the common good.

Characteristic Duties and Responsibilities

Project Management (35%)

  • Mange the Lyft for Service program

  • Plan and coordinate the annual OACS Senior Send-Off event in April

  • Maintain Driver Authorization records and facilitate the Authorization Process

  • Maintain copier, fax and report equipment repairs

  • Maintain Director’s calendar

  • Order supplies for the department (maintain inventory)

  • Prepare travel forms, 1180 and others forms as needed

  • Assist with coordination of major OACS programs and events

  • Prepare and circulate staff meeting agendas, take minutes at staff meetings and other meetings as directed

  • Assist the Director, Assistant Director and Program Coordinator in long and short-term goals thatimprove the efficiency of the office

  • Create end-of-semester reports for vehicle usage and statistics that are included in the OACS annual report

  • Book flights and hotels through Concur for guests

  • Collect and deposit funds for OACS and Programs

  • Handle new personnel for orientation and confidential files

Budget and Procurement Management (30%)

  • Monitor and reconcile expenditures of budgeted program accounts and maintain files for OACS accounts

  • Act as trustee for multiple Vanderbilt OneCards, including timely reconciliation via Oracle platform

  • Submit requisitions for OACS purchases via Oracle platform

  • Send appropriate and timely communications to Payment Card Office as needed for adjustments

  • Interact with students checking-out and returning cards

  • Review, allocate, and approve OneCard transactions monthly on Oracle site

  • Collect and deposit funds for student organizations

  • Send appropriate and timely communications to Payment Card Office as needed for adjustments

  • Interact with students checking-out and returning cards

Marketing and Communication (20%)

  • Answer multi-line phones; screen and direct callers; take messages; respond to inquiries by referencing policies and procedures

  • Greet and direct visitors

  • Maintain OACS databases, including the alumni and community partners databases and any others as directed

  • Support OACS staff to keep the OACS website relevant and current

  • Manage OACS email account and respond to or forward messages to appropriate staff member

  • Compile content for the monthly OACS newsletter and send to members of OACS listserv

  • Create and share content on OACS social media channels

  • Interview students for the monthly Student Spotlight Article

  • Prepare and type letters for the director from written draft

  • Pick up, sort and deliver mail

Student Organization Support (10%)

  • Assist in monitoring student organizations accounts (advisor primary role)

  • Assist student organizations with the purchasing of supplies for events (advisor primary role)

  • Maintain and reserve card swipes for student events

  • Book conference room 304 Rand or other spaces for student groups

Supervise Student Staff (5%)

  • Supervise one student worker

Supervisory Relationships

The OACS Administrative Assistant will report to the Director, OACS.

Minimum Qualifications

  • Associate’s degree and 36 months of related experience

Preferred Qualifications

  • Bachelor’s degree

  • Experience supervising and/or advising students

  • Experience with Oracle and procurement; proficiency with Microsoft Office suite

About VanderbiltUniversity

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students 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. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

About VanderbiltBenefits

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 at .

Job requires Associate and 3 years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 30211 - Active Student Citizenship

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

Vanderbilt University is committed to principles of equal opportunity and affirmative action