Job Description

The Administrative Specialist will perform administrative, financial, & clerical services for the Department of Earth and Environmental Sciences, which may include those of a detailed and confidential nature related to appointment, employment, financial administration & may involve a substantial amount of complex detailed and technical work. This position will report to the Program Coordinator and assist the Director of Undergraduate Studies. The Specialist will function with a high degree of understanding of University policies and procedures.

The Earth and Environmental Sciences are aimed at understanding Earth's dynamic history — how Earth "works" and records its origin and age in rocks and landscapes — and how geological processes affect modern environmental and ecological systems. Among the natural sciences, ours is the quintessential interdisciplinary science, providing vital perspective on how Earth's physical and geochemical templates simultaneously sustain and threaten life, and influence human interactions with Earth.

Duties and Responsibilities

• Serves as Departmental Procurement Requester.

• Process procurement orders, assist faculty and students with expense reimbursements.

• Manage Logistics of Academic Course Field Trip formalities. This includes reserving rental Vans, obtain student offsite travel approvals, and accommodations as needed.

• Manage Departmental Colloquiums, serves as Guest Travel Coordinator for visiting speakers; submit travel arrangements, itineraries, announcements, and reimbursements as needed.

• Assist with undergraduate enrollments

• Provide administrative support to the Department Chairman, Director of Undergraduate Studies, Administrative Manager, and Program Coordinator as needed.

• Manage facility repair requests, IT requests, and equipment repair requests.

• Maintains faculty and student database, webpage maintenance, special projects as directed.

• Responsible for front desk operations, room reservations, classroom and conference room equipment maintenance, and ordering office supplies. Provides classroom support (Audio/Video, copying/distribution).

• Onboarding undergraduate student workers

• Line manager for student workers & postdoctoral fellows

• Appointments & reappointments for postdoctoral fellows

• Onboarding postdoctoral fellows

• Other duties as assigned

The Administrative Specialist has supervisory responsibility over the undergraduate student assistants. This position reports administratively & functionally to the Program Coordinator.

Qualifications

• HS Diploma or GED is required.

• An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.

• Experience working in a higher education/academic setting is preferred.

• Proficient in Microsoft Office.

• Webpage maintenance or design experience is preferred.

• Demonstrated ability to take responsibility for projects, and to work independently and collaboratively is necessary.

• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.

• Strong organizational skills including attention to detail are necessary.

• Ability to analyze problems and to develop effective solutions in a timely manner is necessary.

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 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.

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. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.