What are the responsibilities and job description for the Administrative Coordinator position at Vanderbilt University?
About the Work Unit:
The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty is comprised of several International Congress of Mathematicians (ICM) speakers and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics including biomathematics, combinatorics, geometry and topology, group theory, PDE’s, universal algebra & logic, and harmonic analysis. The research achievements of Vanderbilt mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMS-MAA Mathematical Meetings.
Duties and Responsibilities:
Faculty & Postdoctoral Affairs
Process Faculty appointments, including reappointments/terminations/retirements/emeriti
Process Visiting Scholar appointments
Process Postdoctoral Scholar appointments and functionally serve Line Manager
Serve as department liaison for College Faculty Affairs and OPA
Coordinate Postdoctoral and Faculty advertising/recruiting, as needed, through Interfolio and Mathjobs
Coordinate campus visits for Faculty candidates, to include travel and meeting itineraries
Track active visa statuses for Postdoctoral and Faculty visas
Collaborate with various campus partners to process/renew postdoctoral and faculty visas
Coordinate ongoing documentation of departmental Teaching Evaluations for use in reappointments
Facilitate new hire onboarding, to include obtaining VUnetIDs, IT equipment, and orientation
Facilities:
Act as back-up to Administrative Specialist for all facilities requests, including submitting work orders
Oversee Administrative Specialist’s ongoing facilities tasks
Coordinate update for Faculty and Postdoctoral office nameplates each semester with new Office Hours
Coordinate update of building directory prior to start of each academic year (fall)
Assist Administrative Manager with annual Space Survey (spring)
Assist Administrative Manager with annual office assignments (fall)
Financial:
Assist Administrative Manager in monitoring budgets for assigned conferences and workshops
Hold University One Card for departmental expenses (as a back-up to AS); reconciling in regular expense reports
Coordinate purchases and payments for the departments, with the assistance of the Administrative Specialist
Personnel:
Oversee Administrative Specialist position, including all tasks and responsibilities
Coordinate semesterly front desk student worker schedule, serving functionally as their Line Manager
Assist Administrative Manager in overseeing daily student worker tasks
Other:
Assist with planning and coordinating departmental events (Seminars, Recognition events, Faculty retreat, holiday events, etc.), as needed
Coordinate website content updates with student workers and/or VU Communications
Strong time management skills: ability to operate independently, prioritize, and accomplish complex initiatives within deadlines. Ability and willingness to adjust to changing priorities on short notice and manage multiple projects with varying deadlines.
Must have the ability to maintain confidentiality and use discretion
Excellent professional written and verbal communication skills
Handle other administrative task requests from department members, as needed
Additional duties as assigned.
Supervisory Relationships:
This position has supervisory duties as direct supervisor of Administrative Specialist. The position will report administratively & functionally to the Administrative Manager.
Education and Certifications:
Bachelor's degree is necessary.
Qualifications:
Two years relevant experience is necessary.
Excellent interpersonal written and oral communication skills is necessary.
Ability to work both as a member of a team and independently is necessary.
Ability to use independent judgment and to manage / impart confidential information. is necessary.
Ability to analyze and solve problems in a time-efficient manner. is necessary.
Ability to plan, develop, and coordinate multiple projects with competing deadlines is necessary.
Knowledge of academic student policies, processes, and procedures is necessary.
