Vanderbilt University
Sr. Administrative Assistant, Office of General Counsel
Vanderbilt University, Nashville, Tennessee, United States,
The Sr. Administrative Assistant is a part of the Office of the General Counsel at Vanderbilt University and supports the Leadership team for the Compliance Services and Risk and Insurance Management teams. Core responsibilities include conference room scheduling, calendar management, project management, copy editing and formatting presentations, reports, memorandums, proposals, and other administrative tasks, as needed.
The Office of the General Counsel (OGC) provides legal advice, risk advising, and services to all Vanderbilt University departments. The OGC commits to agile service delivery aligned with the university's mission, priorities, and needs. All university legal matters, conflicts of interest and commitment, youth protection, internal audit, compliance services and risk and insurance management services are managed by the Office of the General Counsel.
Duties and Responsibilities
Leadership Support (Primary)
Schedule meetings and reserve space as requested.
Manage calendars of two leadership level staff within University Compliance Services and Risk and Insurance Management.
Provide calendaring, meeting scheduling and coordination, and editing documents and general project management.
Administrative Support (Primary)
Organize project and routine departmental documents.
Maintain recurring tasks and files including:
Reports
Professional development documentation
Meeting minutes
Project Schedules/Task Progress Reports
Manage project deadlines by reminding team members of upcoming deadlines, milestones, etc.
Ensure that project/work unit related information is organized and accessible to team members and stakeholders; upload materials to document management system as needed.
Develop relationships with Vanderbilt staff to deliver well-organized outcomes; make meaningful contributions to and represent the Vice Chancellor and OGC appropriately and professionally.
Facilitate and encourage process improvements for the department.
Maintain a current understanding of technologies implemented in the OGC as well as university technologies; always striving to learn new skills and promote the capabilities of the technology.
Attend meetings and detail any action items to the appropriate resources post-meeting.
Qualifications
A high school diploma is required. A bachelor’s degree from an accredited institution of higher education is preferred.
At least 5 years of administrative assistant experience is required.
Previous administrative experience is necessary.
Outstanding interpersonal communication and collaboration skills to work effectively with a wide group of audiences including faculty, students, leadership, alumni, community groups, and law firms is required.
Utmost adherence to confidentiality and business ethics; demonstrated outstanding judgment and discretion is required.
Meticulous attention to detail is required.
Thorough working knowledge and expertise of Microsoft Office suite of products is required.
Demonstrated ability to work in a collaborative team environment is required.
Willingness to proactively support change and rapidly learn new skills when the situation demands is required.
Ability to take initiative, multi-task, get things done as the situation demands and work well under pressure is required.
Resourceful and resilient; comfortable operating in a challenging and modern business environment is required.
Honesty, with the highest personal and professional integrity is required.
Project management experience.
Experience in a legal office is preferred.
Interest in broadening their knowledge of systems and processes to proactively increase their knowledge of law, operations, the OGC and Vanderbilt University to become a trusted advisor to the OGC team is strongly preferred.
Key Characteristics of Successful Team Member in this Work Unit:
Proactively supports the Leadership in day-to-day activities, continuously searching for opportunities to assist and elevate the office work product, organization, and outputs.
Excellent verbal and written communication skills, proofreading skills, revisions to documents with redlined suggested changes.
Embraces change and proactively supports all initiatives of the OGC to provide administrative support to two leadership positions.
Proactively searches for solutions to challenges within the department and strives to offer creative solutions, and proactively implements those solutions or partners with other team members to implement.
Positive attitude and influence with internal team members, all interactions at the university, and with all external resources.
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The Office of the General Counsel (OGC) provides legal advice, risk advising, and services to all Vanderbilt University departments. The OGC commits to agile service delivery aligned with the university's mission, priorities, and needs. All university legal matters, conflicts of interest and commitment, youth protection, internal audit, compliance services and risk and insurance management services are managed by the Office of the General Counsel.
Duties and Responsibilities
Leadership Support (Primary)
Schedule meetings and reserve space as requested.
Manage calendars of two leadership level staff within University Compliance Services and Risk and Insurance Management.
Provide calendaring, meeting scheduling and coordination, and editing documents and general project management.
Administrative Support (Primary)
Organize project and routine departmental documents.
Maintain recurring tasks and files including:
Reports
Professional development documentation
Meeting minutes
Project Schedules/Task Progress Reports
Manage project deadlines by reminding team members of upcoming deadlines, milestones, etc.
Ensure that project/work unit related information is organized and accessible to team members and stakeholders; upload materials to document management system as needed.
Develop relationships with Vanderbilt staff to deliver well-organized outcomes; make meaningful contributions to and represent the Vice Chancellor and OGC appropriately and professionally.
Facilitate and encourage process improvements for the department.
Maintain a current understanding of technologies implemented in the OGC as well as university technologies; always striving to learn new skills and promote the capabilities of the technology.
Attend meetings and detail any action items to the appropriate resources post-meeting.
Qualifications
A high school diploma is required. A bachelor’s degree from an accredited institution of higher education is preferred.
At least 5 years of administrative assistant experience is required.
Previous administrative experience is necessary.
Outstanding interpersonal communication and collaboration skills to work effectively with a wide group of audiences including faculty, students, leadership, alumni, community groups, and law firms is required.
Utmost adherence to confidentiality and business ethics; demonstrated outstanding judgment and discretion is required.
Meticulous attention to detail is required.
Thorough working knowledge and expertise of Microsoft Office suite of products is required.
Demonstrated ability to work in a collaborative team environment is required.
Willingness to proactively support change and rapidly learn new skills when the situation demands is required.
Ability to take initiative, multi-task, get things done as the situation demands and work well under pressure is required.
Resourceful and resilient; comfortable operating in a challenging and modern business environment is required.
Honesty, with the highest personal and professional integrity is required.
Project management experience.
Experience in a legal office is preferred.
Interest in broadening their knowledge of systems and processes to proactively increase their knowledge of law, operations, the OGC and Vanderbilt University to become a trusted advisor to the OGC team is strongly preferred.
Key Characteristics of Successful Team Member in this Work Unit:
Proactively supports the Leadership in day-to-day activities, continuously searching for opportunities to assist and elevate the office work product, organization, and outputs.
Excellent verbal and written communication skills, proofreading skills, revisions to documents with redlined suggested changes.
Embraces change and proactively supports all initiatives of the OGC to provide administrative support to two leadership positions.
Proactively searches for solutions to challenges within the department and strives to offer creative solutions, and proactively implements those solutions or partners with other team members to implement.
Positive attitude and influence with internal team members, all interactions at the university, and with all external resources.
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