Administrative Specialist

Vanderbilt University Medical Center

Administrative Specialist providing operational and administrative support to Arts & Science Dean’s Office. Responsibilities include managing resources, events, and student interactions.

Posted 6/9/2026full-timeNashville • Tennessee • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Assist the Administrative Manager with daily operations, including maintaining office resources and supplies through Procurement and OneCard
Assist with visitors and telephone/email outreach, addressing questions and requests, providing guidance on processes and procedures, and directing appropriate resources, as needed
Support with activities associated with and based on the academic calendar
Support planning for faculty and student events
Assist with enrollment management and course registration
Build and manage online databases and surveys in REDCap
Assist Office of Academic Services Assistant Deans with committees, programs, and administrative tasks, including scheduling and expense reporting
Serve as Guest Travel Coordinator
Manage telephone and email support for OAS
Support other Deans in Arts & Science with special projects, as needed
Maintain departmental records and files
Continually develop and evaluate operational processes and procedures
Handle and maintain strict confidentiality of sensitive information, including student health and personal information, communicating with Student Care Network and instructors, as needed.

Requirements

What you’ll need

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.
Knowledge of university workings 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.
Experience with REDCap and Interfolio is a plus.

Benefits

Comp & perks

Health insurance
Professional development opportunities

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

REDCapMicrosoft OfficeAdobe Professionalenrollment managementcourse registrationdatabase managementsurvey creationexpense reportingproject coordinationoperational process evaluation

Soft Skills

organizational skillsanalytical skillsinterpersonal communicationwritten communicationoral communicationresourcefulnessdetail-orientedteamworkindependenceplanning

Certifications

High School diplomaGEDAssociate's DegreeBachelor's Degree