Administrative Specialist

Position Summary
The Program Specialist is in the Dean’s Office in the College of Arts & Science at Vanderbilt University. This position is responsible for supporting Academic Affairs programs and projects, coordinating functions related to the new College Core Office.

This position will support functions for the Office of Academic Services and Core Office, including the implementation and execution of a new A&S undergraduate general education curriculum, launching in Fall 2025. This position will engage with a wide range of colleagues (senior administrators, faculty, staff, and students) and support the Core course program, the transition to the new curriculum, and the administrative workflow for faculty governance in the Office of Academic Services and across Academic Affairs. The ideal candidate will possess a thorough understanding of university policies and procedures, finance guidelines, and university governance.
 

This is an on-campus position, where in-office presence is required at least 4 days per week. A work from home option may be available 1 day per week.

About the Work Unit:
The College of Arts & Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.

Key Functions and Expected Performance

Project and Event Coordination
•Provide principal programmatic support including event planning, procurement, and execution.
•Provide calendar management for Director, Core Office,who interact regularly with faculty, staff, students, and senior-level administrators.
•Oversee development, execution and evaluation of ongoing meetings and events hosted by Academic Affairs, including faculty meetings, co-curricular events, student events, and appreciation events.
•Partner with key offices to ensure successful implementation and evaluation.
•Distribute assessment tools for core teaching, including consultation with campus partners, managing timelines, scheduling, and drafting reports.
•Support Assistant Dean with College Scholars and other Honors Program events.

Faculty Affairs
•Engage regularly with prospective and current faculty teaching in the Core; create a professional and supportive rapport with faculty to facilitate the mission of the Core Office and Academic Affairs.
•Support course scheduling, develop course platform, and instructional logistics for Core instructors.
•Prepare documents and materials for faculty governance, including faculty council and faculty meetings.
•Assist with Office of Undergraduate Education projects related to faculty governance and committees.

Financial
•Assist Senior Program & Projects Manager with budgetary matters, including expense reports allotted to grant spending.
•Manage expenses for Academic Affairs units.
•Process all procurement purchases and payment, including honorariums, catering and other agreements, and reimbursements.
 

Other
•Assist with special projects across Academic Affairs, and the larger Dean’s Office as needed.
•Other duties as assigned.
 

Supervisory relationships:
This position has no supervisory responsibilities. This position will report administratively & functionally to the Senior Program & Projects Manager for Academic Affairs.
 

Education and Certifications:
▪A High School diploma or GED is required.
▪An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is strongly preferred.
▪Knowledge of university workings is strongly preferred.
 

Experience and Skills:
•At least two years of directly related experience is necessary.
•Three or more years of directly related experience is highly preferred.
•Experience with faculty is preferred.
•Strong organizational & analytical skills are required.
•Resourceful and detail-oriented skills are required.
•Excellent interpersonal written & oral communications skills are required.
•Ability to plan, develop, and coordinate multiple projects is required.
•Ability to work both as a member of a team & independently is required.
•Microsoft Office proficiency (including Word and Excel) and Adobe Professional is necessary.
•Experience with REDCap is a plus.
•Experience with dashboard/data management is preferred.

 

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.

Vanderbilt University is an equal-opportunity 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.