Vanderbilt University Administrative Assistant (Part-time) in Nashville, Tennessee

Administrative Assistant (Part-time) (Job Number: 1801586)


About the Role

As a part-time Administrative Assistant you will provide support to the Dean’s Office in varying administrative capacities; exercise independent judgment; work independently and as a team; and demonstrate a basic knowledge of University policies and procedures. In addition, provide direct support to the supervisor for the Dean’s Office.

About the Work Unit

Vanderbilt Law School is among the nation’s leading law schools. The faculty and staff at Vanderbilt Law School work hard to model, in every class and every program, the best practices in teaching law. The Dean’s Office upholds these high standards through demonstrating outstanding work ethics and serving as a leader by providing consistent, courteous, and professional service to all faculty, staff, students, and visitors. In addition to providing administrative support to the dean, associate dean for academic affairs, associate dean for research, and the assistant dean for finance, the Dean’s Office oversees the planning and production of law school events; acts as a liaison between the law school and the central administration of the university; and helps facilitate the recruitment, retention and professional growth of the law school faculty.

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students, faculty, and staff 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 named the “best large employer” in Tennessee and a top employer for women by Forbes , ranked #1 in the PrincetonReview among 384 top colleges and universities for having the best financial aid in the nation – as well as #3 for “happiest students,” “quality of life” and “beautiful campus,” #4 for both being in a “college city that students love” and for having “great campus/city relations.”

Partially benefits-eligible individuals may participate in these benefit programs, in accordance with the legal plan document, summary plan description, or other guiding materials for each program:

  • Healthplan (including prescription drugs and Go for the Gold wellnessincentive)

  • Paidtime off (PTO)*

  • Holidays

  • Auto,home, and pet insurance,

  • 403(b)retirement plan

  • Variousother discounts and perks at .

Duties and Responsibilities:

General Office Assistance

  • Provide office coverage and support, including answering phones, greeting visitors, and covering work schedules.

  • Assist with expense processing for Deans’ reimbursements (assemble and scan receipts, summarize and tally expenses, etc.).

  • Prepare alumni gift acknowledgment letters for Dean’s signature; scan; e-mail; etc.

  • Proofread documents (including tenure reports, faculty nominations, student recommendations, etc.) and suggest improved changes and edits, as appropriate.

  • Assist with preparation and delivery of faculty meeting materials.

  • Manage process of collecting and compiling information and preparing binders for annual Faculty Annual Reports, Summer Grant Requests, and Leave Requests

  • Revamp, create and maintain various filing systems as needed.

  • Serve as a courier, as needed.

  • Maintain and stock supplies for office and kitchen; order supplies; and maintain receipts.

  • Provide support to other departments as needed without compromising primary duties and responsibilities.

  • Other duties as assigned, including handling guest office requests and reserving guest parking.


  • Provide support for Dean’s Office sponsored events including Faculty Workshop Program, Chair Ceremonies, selected lectures, visiting faculty lunches, book events, and other faculty social events.

Dean’s Travel

  • Research hotel options; construct and print directions from MapQuest/Google Maps; prepare, revise and proofread itinerary details.

  • Prepare travel packets and maintain hard copies of travel information on file.

Special Projects/Data Gathering

  • Conduct research, compile data, and summarize findings for special projects according to general instruction.

  • Search peer law schools for current law review submissions data; and update Law Review submissions excel worksheet by first week in February for distribution to law faculty (once a year).

  • Assist with electronic uploading and submission of faculty papers to Social Science Research Network (SSRN) website, as needed.

  • Conduct internet research for alumni bios and meeting participants for the Dean using established search engine guidelines.

  • Assist with assembling of Faculty Recruitment candidates’ information, including data entry on SharePoint, copying, preparing binders, and maintaining hardcopy files.

  • Update and maintain contact information for College Mailing Directory excel database

  • Update and maintain Faculty Display Case (obtain current intranet bios, recent journal articles, books for display, etc.); Add new and remove old information for new and departing faculty (usually done annually before the start of the school year).


  • Education: High school graduate or GED;

  • Experience: 24 months

Preferred Educations, Skills and Experience

  • Associate’s degree preferred

  • Advanced proficiency in Microsoft Office suite (Outlook, Word, Excel, PowerPoint)

  • Expert and high-level secretarial skills

  • Must have the ability to maintain confidentiality

Key Characteristics of a Successful Team Member in this Work Unit

Must exemplify an outstanding demeanor and ability to interact well with others.

Must possess effective communication skills, including effective listening skills, and non-verbal communication skills.

Must be a pro-active problem-solver, work with others to identify, define, and solve problems.

Teamwork is essential, must possess the ability to work both independently and collaboratively with others.

This opportunity requires a High School Diploma or GED and 2 years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 17000 - Law: Office of the Dean

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

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