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Job Description

The Vanderbilt Brain Institute was founded in 1999 as a trans-institutional entity to oversee and facilitate the extensive neuroscience-related endeavors carried out at Vanderbilt University. As such, the primary missions of the VBI are to promote research, education, and training in the brain-related disciplines at Vanderbilt, with the stated goal of fostering excellence in each of these arenas.

Duties and Responsibilities

The Administrative Coordinator will:

• Assist with content created for the VBI website, social medial channels, and printed materials, including departmental posters, brochures and flyers

• Assist with updating the VBI website and social media platforms.

• Search for opportunities for the VBI to apply to relevant awards, develop key partnerships, speak at conferences or other events, and generally pursue opportunities to spread awareness of the work happening at the institute

• Represent the VBI at meetings and conferences as needed

• Assist in development of presentation materials for meetings and conferences, both internal and external

• Ensure adherence to both Vanderbilt and the VBI’s brand colors, fonts, and guidelines

• Perform administrative and operational duties for VBI and the VBI Director, including managing office operations and providing administrative support

• Provide exceptional customer service to lab managers, researchers, faculty, students, and visitors

• Process reimbursement requests, purchase orders, and OneCard transactions including

• reconciling division purchasing/procurement transactions

• Order supplies and equipment and maintain office inventory

• Assist with coordinating student hiring and payroll processes

• Reconcile non-payroll budget expenses, and research and resolve discrepancies.

• Draft correspondence for the VBI Director, as well as VBI-related materials

• Review and analyze requests for VBI information from internal and external parties

• Manage logistics and event planning for meetings and other special events, including scheduling space, setting up audio/visual equipment, making travel arrangements and preparing itineraries for campus visitors, ordering and setting up food/drink, and event teardown/cleanup

• Assist in coordination of Neuroscience Graduate Program and directly interfaces with students

• Maintain confidentiality of sensitive information and follow best practices for documentation and record-keeping

• Communicate verbally and in writing key concepts and requirements to individuals at all organizational levels

• Onboarding of lab personnel building and office access

• Maintenance of equipment in administrative offices and conference rooms

• Responsible for oversight and maintenance of departmental facilities

• Other duties as assigned by the VBI Director

Supervisory Relationship

• This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of the VBI.

Qualifications

• An Bachelor’s degree from an accredited institution of higher education is required.

• A Master’s degree from an accredited institution of higher education is preferred.

• At least three (3) years of related experience is required.

• Experience with Vanderbilt is highly preferred.

• Extremely well organized with excellent time management skills and the ability to successfully handle multiple tasks at once.

• Strong written and oral communication skills are required.

• Exceptional customer service skills are required.

• Excellent Microsoft skills with advanced skills in Word and Excel are required.

• Database experience and experience with grant proposal web applications is preferred.

  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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

  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.