The Administrative Assistant I serves as primary point of contact for the Career Center Interview Suite, greeting all students and guests. This position also supports the front desk administrative position as needed. Opens office at 8:00 am and closes office at 5:00 pm.
The Career Center serves undergraduates enrolled full-time in all Vanderbilt schools and colleges, and we also provide career coaching to recent graduates (0-2 years out). We provide ongoing opportunities for students to learn about and explore professional opportunities, including career coaching, workshops, career panels, career fairs and field trips and more. We have many resources available to help students prepare for the world of work.
Duties and Responsibilities
- Welcomes and manages traffic flow of employers visiting campus and students arriving for interviews. Assists students and guests with interview questions, coordinates the flow of students, and maintains Career Center calendar.
- Manages the on-campus interview operations by responding to or delegating the Career Center recruiting email inbox.
- Ensures the recruiter hosting area is well-stocked and presentable, ensures all orders for food and other employer hospitality-related items have been placed and received. Sets up and ensures a clean kitchen, conference rooms, and interview suites for employers.
- Provides logistical support for Career Center programs and events by reserving spaces, ordering catering, and sending post-event surveys to attendees. Serves as the main office liaison to the event management department. Assists other departments with reserving Career Center conference rooms.
- Assists the Employer Relations team with DoreWays account approvals (for students and faculty/ staff) as well as job and internship entries and data entry.
- Serves as backup for the front desk administrative role when Lead Administrative Assistant is away from the desk for lunch hour or PTO. Manages front desk traffic flow and greet guests to the Career Center. Assists students and staff with appointment scheduling, coordinates the flow of students during walk-in periods, and maintains Career Center calendar. Assists students with room reservations for Skype or phone interview.
- Places orders using procurement system, initiate disbursement and payment requests, manage One Card purchases, and ensure that One Card usage complies with university policies.
Profile of an Ideal Candidate
- A high school diploma or GED and three years of related experience in a higher education setting is necessary.
- A bachelor's degree from an accredited institution of higher education and some related experience is preferred.
- Consistently pleasant greeting style and friendly, helpful nature.
- Strong attention to detail and accuracy.
- Excellent verbal and written communication skills; strong interpersonal and presentation skills.
- Strong initiative, with the ability to work independently and as part of a team.
- Ability to maintain confidentiality of records and information.
About Vanderbilt Benefits
In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview.
About Vanderbilt University
Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university's students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of "America's Best Large Employers" and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).
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.
