Administrative Assistant, Senior

Immersion Vanderbilt is seeking an energetic, creative, and collaborative individual to provide programmatic support for Immersion Vanderbilt. Immersion Vanderbilt calls for each undergraduate student to participate in an intensive immersive experience that takes place in and beyond the classroom and culminates in the creation of a final project. Immersion Vanderbilt requires campus wide involvement from all schools and colleges. The Office of Experiential Learning and Immersion Vanderbilt synchronizes efforts across campus, functioning to provide central support and communication so that students and faculty have the resources they need.

Characteristic duties include, but are not limited to, serving as a point of contact for campus partners; hosting workshops and other events about experiential learning; providing support for students, faculty, and staff on administrative functions of experiential learning. The position will collaborate with faculty, colleges/schools, staff, campus partner offices, and programs across the University and beyond in support of the mission of the Immersion Vanderbilt.

Immersion Vanderbilt provides a unique opportunity for Vanderbilt students to pursue their interests through a hands-on, mentored experience inside and outside the classroom. Immersion Vanderbilt culminates with a tangible final project, such as a work of art, an op-ed piece in a newspaper, a thesis, a web app, a musical performance, or a prototype, among many other products. This work unit facilitates these transformative student experiences, supporting learners as they engage with mentors, apply classroom knowledge, and create novel products that demonstrate their learning and contributions. This office plays a vital role in providing Vanderbilt students with unparalleled opportunities for experiential learning, personal growth, and real-world impact.

Through Immersion Vanderbilt, students can explore diverse experiential learning pathways such as study abroad; internships; civic and community engagement; research; innovation, arts and creativity; and leadership and professional development. 

• Serve as primary point of contact at the front desk in the Immersion Vanderbilt, greeting all visitors with courtesy and respect. Open office by 8:00 am and close office no earlier than 5:00 pm, Monday through Friday.
• Provide administrative support to Immersion Vanderbilt team. 
• Manage office purchases for supplies, catering, and vendors using a Vanderbilt One Card; stay up to date on relevant policies and procedures.
• Utilizing established event management practices, provide support for various administrative tasks, including but not limited to Zoom link creation, space reservation, obtaining vendor quotes, submitting plant operations requests, and coordinating student worker scheduling. 
• Assist students and staff with appointment scheduling, manage student flow during walk-in periods, and maintain the Immersion Vanderbilt shared calendar.
• Answer the office’s main phone line and respond to or triage emails in the general office email Inbox.
• Initiate new hire paperwork for new student workers. Serve as line manager and offer administrative support.
• Provide operational support during the onboarding process for new staff and offboarding when staff transition.
• Offer scheduling support for advisers.
• Manage inventories for office and kitchen supplies.
• Process incoming and outgoing mail, including FedEx and UPS shipments.
• Serve as the main office liaison to the maintenance department, VUIT department, security access department, phone system, and the purchasing department. Enusre the office remains open during special event programming.
• Assist with approval process (for students and faculty/staff) as well as database entries.
• The responsibilities outlined above provide a comprehensive representation of the duties, expectations, and qualifications for this role at the time of hire. However, they are not all-encompassing, as responsibilities may evolve to include additional tasks based on organizational and operational needs.
• Perform other duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Senior Director of Immersion Vanderbilt.

Education and Certifications:

• A high school diploma or GED is necessary.
• A bachelor’s degree from an accredited institution of higher education is preferred.

Experience and Skills:

• At least 3 years of directly comparable experience is necessary.
• Prior experience at Vanderbilt University is preferred.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is necessary.
• Ability to use independent judgment and to manage and impart confidential information is necessary.
• Ability to work for multiple constituents is necessary.
• Word processing and/or data entry skills are necessary.
• Organizing and coordinating skills are necessary.
• Effective communication skills are necessary.
• Records maintenance skills are necessary