The Administrative Specialist is part of the Theatre 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, and indirectly to the Department Chair, the Administrative Specialist interacts with many faculty, students, and staff across campus. This position requires a thorough understanding of University policies and procedures. About the Work Unit:Vanderbilt University's academic theatre program (https://as.vanderbilt.edu/theatre/curriculum/index.php) covers a wide range of interests including acting, directing, dramatic literature, playwriting, theatre history and criticism, and theatre design and technology. Students learn from a passionate and dedicated faculty (https://as.vanderbilt.edu/theatre/people/index.php) in small classroom settings and through the department's varied production season (https://as.vanderbilt.edu/theatre/boxoffice/index.php) .The Fred Coe Artist-in-Residence Series brings theatre professionals to Vanderbilt to perform, direct plays, teach classes, and contribute to departmental productions in a variety of ways. It provides students with direct exposure to professional theatre artists from all areas of theatrical practice.Duties and Responsibilities:
Manage 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 and enrollment
Work with Sarratt Box Office on ticketing and box office support
Assist with marketing email
Hire student workers
Problem solve
Work closely with the Chair of the Department
Additional duties as assigned
Supervisory Relationships:This position has supervisory responsibility over student workers. This position reports functionally to the Senior Administrative Officer and indirectly to the Department Chair. Qualifications:
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 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.
