Administrative Assistant, Athletics

EXPIRED

Job Description

This position willprovide a wide range of administrative support to assigned Senior Administrators within the university’s Athletics Department, which includeshigh-level and confidential information requiring both discretion and sound judgement.It is highly customer service oriented, with duties specifically related to assuring the efficiency and effectiveness of activities within the assigned units.

About the Work Unit:

Vanderbilt University’s Athletics Department prepares student-athletes to become leaders and champions in life by placing the highest values on integrity, character, sportsmanship and victory. Vanderbilt is a charter member of the Southeastern Conference and is the conference's only private school. The university fields 16 varsity teams (6 men's teams and 10 women's teams, a total of 351 student athletes), 14 of which compete in the Southeastern Conference.

Duties and Responsibilities

1. Provide administrative support to assigned Senior Administrators and their areas of oversight
   1. Handle all purchasing and travel requests as needed
   2. Prepare expense reimbursement reports for assigned individuals
   3. Schedules appointments and multi-attendee meetings as requested
   4. Anticipate/forecast schedule conflicts

Job Description

This position willprovide a wide range of administrative support to assigned Senior Administrators within the university’s Athletics Department, which includeshigh-level and confidential information requiring both discretion and sound judgement.It is highly customer service oriented, with duties specifically related to assuring the efficiency and effectiveness of activities within the assigned units.

About the Work Unit:

Vanderbilt University’s Athletics Department prepares student-athletes to become leaders and champions in life by placing the highest values on integrity, character, sportsmanship and victory. Vanderbilt is a charter member of the Southeastern Conference and is the conference's only private school. The university fields 16 varsity teams (6 men's teams and 10 women's teams, a total of 351 student athletes), 14 of which compete in the Southeastern Conference.

Duties and Responsibilities

1. Provide administrative support to assigned Senior Administrators and their areas of oversight
   1. Handle all purchasing and travel requests as needed
   2. Prepare expense reimbursement reports for assigned individuals
   3. Schedules appointments and multi-attendee meetings as requested
   4. Anticipate/forecast schedule conflicts
   5. Prioritize and rearrange meetings as necessary
   6. Operate with a high level of professionalism in all interaction
   7. Coordinate meetings as requested
   8. Assist in the execution of meetings, including agenda and minutes as needed
2. Oversee office management
   1. Interacts with coaches, staff, administrators, students, and visitors in a professional, welcoming manner
   2. Handle all office supply orders
   3. Coordinate all mail services, both outgoing and incoming
   4. Answer phone line; take detailed messages and communicate with staff as needed
3. Oversee and/or manage multiple projects, anticipate and track critical dates and events and follow-up with appropriate parties to ensure the completion of key deliverables are met
4. Assist with and manage logistics associated with various special events as requested
5. Ensures completion of key deliverables on assigned projects
6. Maintain confidentiality at all times
7. Comply with all NCAA and SEC rules and regulations
8. Other duties as assigned

Qualifications

• Bachelors degree preferred; High School diploma is necessary.
• Prior administrative assistant experience is preferred.
• Organized, detail oriented and the ability to work in a fast-paced environment with minimal supervision is necessary.
• Knowledge of NCAA and SEC rules and regulations 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.