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The Administrative Assistant for Student Life is a service and support role performing routine tasks that impact day-to-day objectives in the Student Life office requiring understanding and interpretation of policies and procedures and working knowledge of processes and systems. This position is responsible for providing support for events, finance and purchasing, office reception and general administration, communications, academic operations, and academic advising and skills. The Administrative Assistant is required to work in the office five days a week, Monday – Friday.
About the Work Unit:
Vanderbilt Law School's Office of Student Life has a mission to provide academic information and policy services and facilitate learning and support the success and well-being of every student by developing a culture of accountability, responsibility, inclusion, and respect for our colleagues and ourselves. The vision to achieve this mission centers on our ability to send the happiest, healthiest, and most professional law students out into the world to lead and transform the legal profession. Services offered include but are not limited to: student organization support, community, student accommodations, international student support, counseling and crisis management, and orientation.
Key Functions and Expected Performance:
Event Support
• Assist the Manager for Student Engagement and Community with Anchor Link as needed
• Provide administrative support for all events coming out of the Office of Student Life, including, but not limited to:
o Ordering
o Contracts
o Payments
o AV/Building requests/Room Booking
o Administrative tasks – name tags, signage, etc.
o Assist during events tasks, welcome guests, etc.
• Serve as backup to the Manager for Student Engagement and Community for managing the Planning Calendar
Finance and Purchasing Support
• On the ground student One Card Support
o Manage two student One Cards
o Oversee student sign in/out and reservation process
o Collect and review receipts and documentation for both cards
o Serve as backup to the Senior Administrative Assistant for Student Organizations and Publications on expense processing for both cards
• Serve as office backup for other student organization finance needs including:
o Ordering items and supplies
o Calling in payment
o Creating Purchase Orders
Reception and Administrative Support
• Front desk customer service for Student Life and Career Services
• Answer Office of Student Life phone and manage email inbox
• Provide support for Houses Program – assisting the Assistant Dean for Student Life; Dean of Students and Manager for Student Engagement and Community as needed
Communications Support
• Produce “Today at VLS” newsletter and create Anchor Link posters for organization events
• Send all office communications to students as directed/managed by the Director for Student Affairs
• Oversee Digital Signage
o Review signage submissions for final review and edits
o Create special event process and implement
o Serve as primary contact with AV regarding changes or technical problems
Academic Operations Support
• Exam administrative support
• Admin support as needed (ordering, exam stuffing, printing, etc.)
• Assist in hiring student notetakers for accommodated students
• Collect, track, and upload notes daily into Box
• Set up Box folders for notes and grant access to appropriate students at the beginning of each semester.
Academic Advising and Skills Support
• Advising events/planning assistance including but not limited to: reserving space and creating Anchor Link listings
• Fellow support including but not limited to: creating marketing for events and reserving space for student support office hours
Supervisory Relationships:
This position does not have supervisory responsibility and reports administratively and functionally to the Director for Student Affairs.
Qualifications:
• A high school diploma/GED is required. A bachelor’s degree is preferred.
• A minimum of 3 years of experience is necessary.
• Experience in a higher education setting is preferred.
• Prior experience working in Oracle and/or using Concur Travel are a plus.
• Strong written and verbal communication skills are necessary.
• Excellent organizational skills are necessary.
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
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