Vanderbilt University Administrative Assistant II, Student Accountability in Nashville, Tennessee

Administrative Assistant II, Student Accountability (Job Number: 1801583)

Description

About the Position:

The Administrative Assistant II for Student Accountability, Community Standards, & Academic Integrity must professionally perform administrative duties of a complex and highly confidential nature in support of departmental activities. The Administrative Assistant II provides administrative support for the Assistant Dean, two Assistant Directors, a Compliance Coordinator, the Undergraduate Honor Council, and two Graduate Assistants. The Administrative Assistant II works with a confidential online file management system and several other custom software applications, coordinates all student appointments for the office, performs disciplinary and reference checks for students applying for various opportunities before and after graduation (study abroad, graduate schools, licensing boards, government positions, etc.), and handles routine office work such as calendar management, telephone calls and faxes, mail, event planning, etc. The Administrative Assistant II is also responsible for monthly review of ledger accounts for the various department budgets and maintenance of all financial records for auditing purposes. The Administrative Assistant II’s work requires regular contact with faculty, senior administration, staff, the Vanderbilt University Police Department, representatives of other state agencies and universities, special investigators from the FBI and other governmental agencies, students and their parents, and the public.

About the Work Environment:

The Office of Student Accountability, Community Standards, & Academic Integrity promotes good citizenship within the Vanderbilt University community by educating students to respect themselves and others, to act responsibly, and to expect to be held accountable for their actions. The student accountability and honor systems address student violations of University policy through fair, consistent, and confidential procedures.

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.

Supervision

This position reports to the Director of Student Accountability, Community Standards, & Academic Integrity.

Minimum Qualifications:

  • Associate’s degree and 36 months of relevant experience

Preferred Qualifications:

  • Bachelor’s degree

Characteristic Duties and Responsibilities:

  • Maintain and update files in the student disciplinary database

  • Process incident reports and create files within the student disciplinary database

  • Maintain and track pending cases in the student disciplinary database

  • Maintain and preserve the confidentiality of disciplinary records

  • Create disciplinary disposition letters and copy appropriate individuals

  • Maintain archived hard copy student records

  • Schedule student accountability and Honor Council investigative meetings

  • Prepare correspondence, presentations, and spreadsheets

  • Coordinate complicated meeting schedules and multiple calendars

  • Screen and direct incoming telephone calls

  • Process and appropriately distribute mail

  • Maintain complex filing system for budgeting/financial files

  • Coordinate inventory and ordering of office supplies and equipment

  • Prepare monthly ledger reports with reconciliations and maintain archives

  • Prepare monthly Pcard reports with reconciliations and maintain archives

  • Process check requests, vendor payments, and purchase forms

  • Perform disciplinary clearances for internal and external entities

  • Monitor the department’s community standards hotline

  • Greet visitors and notify staff of their arrival

  • Maintain current knowledge of relevant technology

  • Acquire and maintain working knowledge of disciplinary policies and procedures

  • Utilize good judgment to modify priorities and deadlines

  • Other duties as assigned

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

Primary Location: United States-Tennessee-Nashville

Organization: 30711 - Student Accountability

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

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