Vanderbilt University
Administrative Coordinator
Vanderbilt University, Nashville, Tennessee, United States, 37247
Job Description
A cover letter must be included with your application to be considered for this position.
The Administrative Coordinator is a key individual contributor responsible for managing the day-to-day administrative support activities of the External Partner Engagement team of the Career Center. This position reports directly to the Director of External Partner Engagement. The Administrative Coordinator serves as an initial point of contact for all external constituents, including but not limited to recruiters, Vanderbilt alumni, and family members at the Career Center, greeting all employers and guests. This position works closely with constituents of various industries to schedule several recruiting programs and activities. The position supports educational and recruiting activities for Vanderbilt talent, while also providing exceptional customer service. The Administrative Coordinator works closely with all members of the office to communicate information about external partner engagement activities.
Opens office at 8:00 am and closes office at 5:00 pm. Some weekends and evenings will be expected.
About the Work Unit:
Launched in fall 2021 under the leadership of the new Vice Provost for Career Advancement and Engagement & Executive Director of the Evans Family Career Center, the Office of Career Advancement and Engagement (CAE), centrally supported within the Provost's Office, drives radical campus-wide collaboration by integrating career advancement activities into the broader VU student experience.
The new CAE division comprises three key areas:Career Center -
serves undergraduate and graduate students and postdoctoral scholars while continuing to support career and professional coaching of recent graduates (0-2 years) after graduationCorporate Partnerships -
fosters enhanced employer and alumni engagement and facilitates high-impact corporate partnershipsVU Network -
oversees a network of regional hubs that promote activity and engagement with Vanderbilt's growing community of students, alumni, parents, faculty and partnership corporationsThe new CAE office offers enhanced career advancement services to connect the wide variety of academic programs and experiences to student career development. In addition, the office reimagines the link between corporate relations and corporate partnerships to generate greater career opportunities and outcomes for students and alumni. Further, the CAE office is currently laying the groundwork for the VU Network Hub, a national engagement program that identifies and stands-up regional hubs to facilitate activity and community interaction for Vanderbilt students, alumni, parents, faculty and partnership corporations.
Duties and Responsibilities:
Coordination of Office Functions
Manage traffic flow and greet guests visiting or contacting the Career Center.Assist the front desk operations by answering the Center's main phone line and responding to or delegating the Career Center Recruiting email inbox.Serve as a backup office liaison to the maintenance department, the IT department, the security access department, the phone system, and the purchasing department. Assist other departments with reserving conference rooms.Serve as backup support to Office Manager to manage the Senior Director's calendar, schedule, and administrative tasks.Maintain inventory of supplies for the interview rooms, including technology and break room hospitality supplies.Ensure Career Center interview rooms and meeting spaces utilized by external partners are clean and set up for programming.Coordinate centralized project list and expectations for student assistants serving the External Partnership Engagement team.Provide onboarding training and support for employer relations Handshake functions.Serve as a backup subject matter expert for Employer Relations functions within HandshakeProject Management - Employer Relations & Alumni & Parents Engagement:
Manage the Career Center Recruiting Calendar, including coordinating recurring and committee meetings, employer events and on-site interviews.Manage Handshake account approvals (for employers, alumni, and family members), job and internship postings, employer hospitality, and data entry.Manage Information Sessions requested through the Career Center. This includes building and maintaining relationships with campus events contacts and coordinating all aspects of the events within Handshake.Provide administrative support across the VandyQuest (VQ) CRM platform, specifically relating to event management and account input and management.Support administrative functions for Commodore Compass, the Vanderbilt Mentorship Network platform.Communicate events and programs with Alumni presence via the Handshake platform.Oversee and execute the Interviewing program for the Career Center. This includes reviewing requests and approving in Handshake and communicating with employers hosting interviews (either in-person or virtually).Track & monitor expenses in accordance with approved budget and purchasing requirements.Provide support setting up employer conversations with Employer Relations team members, including hosting a weekly new employer recruiting orientation overview.Provide event support at Career Fairs, Information Sessions, and additional programming as neededManage logistics for Vanderbilt external event coordination, including invitations, RSVPs, and day-of communication about programming.Project Management - Vandy In Communities:
Serve as office-wide liaison for on-site logistics management for employer visits related to Vandy In Communities, including but not limited to parking reservations, event space reservations, catering orders, and any cost-associated needs for programsVandy in Exploration Community co-chair, collaborating with a member of the Student & Scholar Engagement Undergraduate Coaching team, coordinating recruitment and educational programming to connect all constituents to increase awareness of Community and related industriesManage a small portfolio of up to five (5) employers with programs and opportunities designed to expose students to exploratory opportunities (e.g. Parker Dewey)
Supervisory Relationship:
This position may supervise up to two student assistants. This position reports administratively and functionally to the Director of External Partner Engagement. Occasional weekend and evening hours may be required.
Qualifications:
High School diploma required.Bachelor's degree is preferred.High school diploma plus three years related experience in higher education setting required. Bachelor's degree with related experience preferred.Consistently pleasant greeting style and friendly, helpful nature.Strong attention to detail and accuracy.Excellent verbal and written communication skills; strong interpersonal and presentation skills.Strong initiative, with the ability to work independently and as part of a team.Ability to maintain confidentiality of records and information.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, affirmative action 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.
About Us
Vanderbilt is a community of talented and diverse staff & faculty!At
Vanderbilt University
, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
Working and growing together as a community of communities... we are
One Vanderbilt .Providing a work environment where every staff and faculty member can be their
authentic and best
self , while providing the resources and opportunities to learn and grow.Encouraging development, collaboration, and partnership both internally and externally while fostering the value that
every member of the Vanderbilt community can lead and grow
regardless of title or position.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.
Commitment to Equity, Diversity, and InclusionAt 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, affirmative action 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.
A cover letter must be included with your application to be considered for this position.
The Administrative Coordinator is a key individual contributor responsible for managing the day-to-day administrative support activities of the External Partner Engagement team of the Career Center. This position reports directly to the Director of External Partner Engagement. The Administrative Coordinator serves as an initial point of contact for all external constituents, including but not limited to recruiters, Vanderbilt alumni, and family members at the Career Center, greeting all employers and guests. This position works closely with constituents of various industries to schedule several recruiting programs and activities. The position supports educational and recruiting activities for Vanderbilt talent, while also providing exceptional customer service. The Administrative Coordinator works closely with all members of the office to communicate information about external partner engagement activities.
Opens office at 8:00 am and closes office at 5:00 pm. Some weekends and evenings will be expected.
About the Work Unit:
Launched in fall 2021 under the leadership of the new Vice Provost for Career Advancement and Engagement & Executive Director of the Evans Family Career Center, the Office of Career Advancement and Engagement (CAE), centrally supported within the Provost's Office, drives radical campus-wide collaboration by integrating career advancement activities into the broader VU student experience.
The new CAE division comprises three key areas:Career Center -
serves undergraduate and graduate students and postdoctoral scholars while continuing to support career and professional coaching of recent graduates (0-2 years) after graduationCorporate Partnerships -
fosters enhanced employer and alumni engagement and facilitates high-impact corporate partnershipsVU Network -
oversees a network of regional hubs that promote activity and engagement with Vanderbilt's growing community of students, alumni, parents, faculty and partnership corporationsThe new CAE office offers enhanced career advancement services to connect the wide variety of academic programs and experiences to student career development. In addition, the office reimagines the link between corporate relations and corporate partnerships to generate greater career opportunities and outcomes for students and alumni. Further, the CAE office is currently laying the groundwork for the VU Network Hub, a national engagement program that identifies and stands-up regional hubs to facilitate activity and community interaction for Vanderbilt students, alumni, parents, faculty and partnership corporations.
Duties and Responsibilities:
Coordination of Office Functions
Manage traffic flow and greet guests visiting or contacting the Career Center.Assist the front desk operations by answering the Center's main phone line and responding to or delegating the Career Center Recruiting email inbox.Serve as a backup office liaison to the maintenance department, the IT department, the security access department, the phone system, and the purchasing department. Assist other departments with reserving conference rooms.Serve as backup support to Office Manager to manage the Senior Director's calendar, schedule, and administrative tasks.Maintain inventory of supplies for the interview rooms, including technology and break room hospitality supplies.Ensure Career Center interview rooms and meeting spaces utilized by external partners are clean and set up for programming.Coordinate centralized project list and expectations for student assistants serving the External Partnership Engagement team.Provide onboarding training and support for employer relations Handshake functions.Serve as a backup subject matter expert for Employer Relations functions within HandshakeProject Management - Employer Relations & Alumni & Parents Engagement:
Manage the Career Center Recruiting Calendar, including coordinating recurring and committee meetings, employer events and on-site interviews.Manage Handshake account approvals (for employers, alumni, and family members), job and internship postings, employer hospitality, and data entry.Manage Information Sessions requested through the Career Center. This includes building and maintaining relationships with campus events contacts and coordinating all aspects of the events within Handshake.Provide administrative support across the VandyQuest (VQ) CRM platform, specifically relating to event management and account input and management.Support administrative functions for Commodore Compass, the Vanderbilt Mentorship Network platform.Communicate events and programs with Alumni presence via the Handshake platform.Oversee and execute the Interviewing program for the Career Center. This includes reviewing requests and approving in Handshake and communicating with employers hosting interviews (either in-person or virtually).Track & monitor expenses in accordance with approved budget and purchasing requirements.Provide support setting up employer conversations with Employer Relations team members, including hosting a weekly new employer recruiting orientation overview.Provide event support at Career Fairs, Information Sessions, and additional programming as neededManage logistics for Vanderbilt external event coordination, including invitations, RSVPs, and day-of communication about programming.Project Management - Vandy In Communities:
Serve as office-wide liaison for on-site logistics management for employer visits related to Vandy In Communities, including but not limited to parking reservations, event space reservations, catering orders, and any cost-associated needs for programsVandy in Exploration Community co-chair, collaborating with a member of the Student & Scholar Engagement Undergraduate Coaching team, coordinating recruitment and educational programming to connect all constituents to increase awareness of Community and related industriesManage a small portfolio of up to five (5) employers with programs and opportunities designed to expose students to exploratory opportunities (e.g. Parker Dewey)
Supervisory Relationship:
This position may supervise up to two student assistants. This position reports administratively and functionally to the Director of External Partner Engagement. Occasional weekend and evening hours may be required.
Qualifications:
High School diploma required.Bachelor's degree is preferred.High school diploma plus three years related experience in higher education setting required. Bachelor's degree with related experience preferred.Consistently pleasant greeting style and friendly, helpful nature.Strong attention to detail and accuracy.Excellent verbal and written communication skills; strong interpersonal and presentation skills.Strong initiative, with the ability to work independently and as part of a team.Ability to maintain confidentiality of records and information.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, affirmative action 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.
About Us
Vanderbilt is a community of talented and diverse staff & faculty!At
Vanderbilt University
, our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
Working and growing together as a community of communities... we are
One Vanderbilt .Providing a work environment where every staff and faculty member can be their
authentic and best
self , while providing the resources and opportunities to learn and grow.Encouraging development, collaboration, and partnership both internally and externally while fostering the value that
every member of the Vanderbilt community can lead and grow
regardless of title or position.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.
Commitment to Equity, Diversity, and InclusionAt 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, affirmative action 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.