Location: Nashville, TN, USA
**Administrative Assistant (Job Number: 1902339)**
The Administrative Assistant I is part of the German, Russian and East European Studies Department, in the College of Arts and Science, at Vanderbilt University, and is a key individual contributor responsible for the general administrative duties of the Department. The primary responsibilities of the position include purchasing supplies, booking travel, organizing guest lectures and events, and reviewing and monitoring the department budget. Reporting directly to the Senior Administrative Officer of the Humanities, and indirectly to the Department Chair, the Administrative Assistant interacts with many faculty, students, and staff across campus. This position requires a thorough understanding of University policies and procedures.
German, Russian and East European Studies (GREES) has world-class faculty in vital areas of research. The Department also houses one of the leading graduate programs in German Studies nation-wide, and serves undergraduate students with a stimulating cluster of seminars, learning experiences, research opportunities, and international connections.
**Duties and Responsibilities**
+ Mange the administrative day-to-day operations
+ Monitor department budget and spending
+ Review monthly spending and resolve discrepancies in a timely manner
+ Purchase office supplies
+ Create purchase requisitions, create suppliers, and complete the receiving process in Oracle
+ Prepare expense reimbursements for guests, faculty, and students
+ Event planning for guest speakers and lecture series
+ Book travel for guests and arrange itineraries (ground transportation, meals, meetings etc.)
+ Update the department website
+ Maintain and coordinate confidential material (ex. tenure and promotion files, reappointments, course evaluations etc.)
+ Advertise faculty positions in various publications and maintain each applicant's file
+ Prepare and process paperwork related to hiring new personnel
+ Work closely with faculty on course scheduling
+ Prepare Graduate Award Forms (GAF's) each semester
+ Process student payroll including stipends and teaching assistant assignments
+ Problem solve
+ Work closely with the Chair of the Department
+ Additional duties as assigned
This position has supervisory responsibility over student workers. This position reports functionally to the Senior Administrative Office for the Humanities and indirectly to the Department Chair.
**Profile of an Ideal Candidate**
+ A High School diploma or GED is necessary.
+ An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.
+ Strong organizational & analytical skills is necessary.
+ Resourceful and detail-oriented is necessary.
+ Excellent interpersonal written & oral communications skills is necessary.
+ Ability to plan, develop, and coordinate multiple projects is preferred.
+ Ability to work both as a member of a team & independently is necessary.
+ Microsoft Office proficiency (including Word and Excel) is strongly preferred.
+ Adobe Professional is preferred.
**Commitment to Equity, Diversity and Inclusion**
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
**Primary Location:** _United States-Tennessee-Nashville_
**Organization:** _12310 - Germanic and Slavic_
**Job:** _Administrative / Office Support Supervisors, Leads, and Staff_
Vanderbilt University is committed to principles of equal opportunity and affirmative action