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The Administrative Specialist, Sr is part of the Vanderbilt University School of Nursing Admissions and Student Affairs Office and is a key individual contributor responsible for the coordination of administrative and operational tasks related to all facets of admissions, student affairs and alumni management. This position is expected to support admissions, student affairs and alumni staff in their day- to-day responsibilities including managing the main phone line to the admissions office, VUSN email inbox, greeting student visitors, supply management, and general administrative duties.

In addition, the role provides support for the operationalizing of the VUSN faculty governance model and related standard committee structure identified in The Faculty Bylaws of the Vanderbilt School of Nursing.

About the Work Unit:

This position reports directly to the Associate Dean of Strategic Enrollment to support the admissions, student affairs and alumni teams.

Key Functions and Expected Performance:

Coordination of Program(s) Functions

▪ Support admissions, student affairs and alumni teams including Associate Dean for Strategic Enrollment, Assistant Dean for Student Affairs, Assistant Dean of Alumni and Career Services, admissions counselors, director for financial student services, student affairs officers and student systems analyst

▪ Manage budgets, reconcile receipts for the admissions, student affairs and alumni teams and track spending

▪ Support admissions, student affairs and alumni teams with administrative duties including scheduling and office supply purchases

▪ Regulate financial reimbursements for admissions, student affairs and alumni teams including travel costs, conference registrations, and other related purchases

▪ Document management (including, but not limited to, schedules, evaluations, verification requests, program(s) meeting minutes, course materials, program(s)/coursE templates/forms, etc.)

▪ Answer main phone for the admissions, student affairs and alumni offices and triage visitors to the accurate resources and VUSN Alumni and Career Services email inboxes by responding to questions about the program and triage to the appropriate party

▪ Navigate Slate to assist prospective students with application questions

▪ Help answer general admissions, student affairs and alumni program questions

▪ Troubleshooting/problem resolution with all faculty and staff

▪ Assist with technical difficulties during virtual visits

▪ Program(s) event coordination

▪ Greet on campus visitors and help them to the appropriate locations

▪ Act as a resource for other employees

Project Management and related resource procurement

▪ Acquires resources needed to support program while maintaining fiscal accountability

▪ Collaborate with other parties for data collection on projects

▪ Plans and leads the execution of administrative duties in the admissions, student affairs and alumni offices

▪ Cross trained in all other programs’ operations and functions

▪ Assist in mentoring and training current and new employees when trainers are not available

▪ Event/Meeting support and coordination

▪ Resource and Committee support

▪ Improvement, change, and involvement of forms/processes (ex. LEAN)

▪ Program daily operational tasks

▪ Gather consensus among stakeholders

▪ Develops the overall logistical plan necessary to successfully carry out the event or program/service

▪ May manage admissions for program/specialty as needed (coordinating interviews, Slate management, communications liaison, answering inquiries)

School-wide Initiatives

▪ VUSN and committee involvement

▪ Departmental representation in VUSN strategic planning

▪ Contribution to change within and outside of departmental operations

▪ Improvement, change, and involvement of forms, processes of day-to-day operational tasks within VUSN

▪ Collaborate with other parties for data collection on projects

▪ Gather consensus among stakeholders

▪ Organized and well communicated implantation of change, resulting in positive outcomes or success, and other duties as assigned/needed.

May oversee staff or students supporting the program(s)

▪ Coordinates and provides training of staff and student workers as needed.

Supervisory Relationships:

This position will not have supervisory responsibilities.

Education and Certifications:

▪ A Bachelor’s degree from an accredited institution of higher education or equivalent experience specific to a higher education or academic setting is necessary.

Experience and Skills:

▪ Experience in a higher education or academic setting is preferred. Minimum 3 years of experience.

▪ Experience with troubleshooting in multiple areas with a variety of parties is necessary.

▪ Ability to multitask is necessary.

▪ Experience in complex scheduling is necessary.

▪ Skill in learning management system platforms and system maintenance is necessary.

▪ Knowledge of Microsoft systems is necessary.

▪ Knowledge of project management principles and practices is necessary.

▪ Ability to mentor and train staff is necessary.

▪ Ability to seek out and assimilate professional development opportunities is necessary.

Key Characteristics of a Successful Team Member in this Work Unit:

▪ Patience

▪ Team player

▪ Initiative

▪ Adapt to change frequently

▪ Not afraid to ask for help when needed

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.