Administrative Specialist - Theatre

Position Summary:

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. 

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 and production materials
• 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 
• Hire and train student workers
• Work closely with faculty on course scheduling and enrollment
• Work with Sarratt Box Office on ticketing and box office support
• Create the Theatre Department newsletter and marketing emails 
• Coordinate facility work orders, building access, spacey survey, and use of Neely Auditorium
• 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.
• Experience in theatre or other creative arts is preferred
• Strong organizational & analytical skills is necessary.
• Resourceful and detail-oriented is necessary.
• Excellent interpersonal written & oral communication skills is necessary.
• Ability to plan, develop, and coordinate multiple projects.
• Ability to work both as a member of a team & independently.
• 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 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.