Vanderbilt University
Administrative Coordinator, Vanderbilt Brain Institute
Vanderbilt University, Nashville, Tennessee, United States, 37247
Job Description
Job Description
The Vanderbilt Brain Institute was founded in 1999 as a trans-institutional entity to oversee and facilitate the extensive neuroscience-related endeavors carried out at Vanderbilt University. As such, the primary missions of the VBI are to promote research, education, and training in the brain-related disciplines at Vanderbilt, with the stated goal of fostering excellence in each of these arenas.
Duties and Responsibilities
The Administrative Coordinator will:
Assist with content created for the VBI website, social medial channels, and printed materials, including departmental posters, brochures and flyersAssist with updating the VBI website and social media platforms.Search for opportunities for the VBI to apply to relevant awards, develop key partnerships, speak at conferences or other events, and generally pursue opportunities to spread awareness of the work happening at the instituteRepresent the VBI at meetings and conferences as neededAssist in development of presentation materials for meetings and conferences, both internal and externalEnsure adherence to both Vanderbilt and the VBI's brand colors, fonts, and guidelinesPerform administrative and operational duties for VBI and the VBI Director, including managing office operations and providing administrative supportProvide exceptional customer service to lab managers, researchers, faculty, students, and visitorsProcess reimbursement requests, purchase orders, and OneCard transactions including
reconciling division purchasing/procurement transactions
Order supplies and equipment and maintain office inventoryAssist with coordinating student hiring and payroll processesReconcile non-payroll budget expenses, and research and resolve discrepancies.Draft correspondence for the VBI Director, as well as VBI-related materialsReview and analyze requests for VBI information from internal and external partiesManage logistics and event planning for meetings and other special events, including scheduling space, setting up audio/visual equipment, making travel arrangements and preparing itineraries for campus visitors, ordering and setting up food/drink, and event teardown/cleanupAssist in coordination of Neuroscience Graduate Program and directly interfaces with studentsMaintain confidentiality of sensitive information and follow best practices for documentation and record-keepingCommunicate verbally and in writing key concepts and requirements to individuals at all organizational levelsOnboarding of lab personnel building and office accessMaintenance of equipment in administrative offices and conference roomsResponsible for oversight and maintenance of departmental facilitiesOther duties as assigned by the VBI Director
Supervisory Relationship
This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of the VBI.Qualifications
An Bachelor's degree from an accredited institution of higher education is required.A Master's degree from an accredited institution of higher education is preferred.At least three (3) years of related experience is required.Experience with Vanderbilt is highly preferred.Extremely well organized with excellent time management skills and the ability to successfully handle multiple tasks at once.Strong written and oral communication skills are required.Exceptional customer service skills are required.Excellent Microsoft skills with advanced skills in Word and Excel are required.Database experience and experience with grant proposal web applications 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, 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.
Job Description
The Vanderbilt Brain Institute was founded in 1999 as a trans-institutional entity to oversee and facilitate the extensive neuroscience-related endeavors carried out at Vanderbilt University. As such, the primary missions of the VBI are to promote research, education, and training in the brain-related disciplines at Vanderbilt, with the stated goal of fostering excellence in each of these arenas.
Duties and Responsibilities
The Administrative Coordinator will:
Assist with content created for the VBI website, social medial channels, and printed materials, including departmental posters, brochures and flyersAssist with updating the VBI website and social media platforms.Search for opportunities for the VBI to apply to relevant awards, develop key partnerships, speak at conferences or other events, and generally pursue opportunities to spread awareness of the work happening at the instituteRepresent the VBI at meetings and conferences as neededAssist in development of presentation materials for meetings and conferences, both internal and externalEnsure adherence to both Vanderbilt and the VBI's brand colors, fonts, and guidelinesPerform administrative and operational duties for VBI and the VBI Director, including managing office operations and providing administrative supportProvide exceptional customer service to lab managers, researchers, faculty, students, and visitorsProcess reimbursement requests, purchase orders, and OneCard transactions including
reconciling division purchasing/procurement transactions
Order supplies and equipment and maintain office inventoryAssist with coordinating student hiring and payroll processesReconcile non-payroll budget expenses, and research and resolve discrepancies.Draft correspondence for the VBI Director, as well as VBI-related materialsReview and analyze requests for VBI information from internal and external partiesManage logistics and event planning for meetings and other special events, including scheduling space, setting up audio/visual equipment, making travel arrangements and preparing itineraries for campus visitors, ordering and setting up food/drink, and event teardown/cleanupAssist in coordination of Neuroscience Graduate Program and directly interfaces with studentsMaintain confidentiality of sensitive information and follow best practices for documentation and record-keepingCommunicate verbally and in writing key concepts and requirements to individuals at all organizational levelsOnboarding of lab personnel building and office accessMaintenance of equipment in administrative offices and conference roomsResponsible for oversight and maintenance of departmental facilitiesOther duties as assigned by the VBI Director
Supervisory Relationship
This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of the VBI.Qualifications
An Bachelor's degree from an accredited institution of higher education is required.A Master's degree from an accredited institution of higher education is preferred.At least three (3) years of related experience is required.Experience with Vanderbilt is highly preferred.Extremely well organized with excellent time management skills and the ability to successfully handle multiple tasks at once.Strong written and oral communication skills are required.Exceptional customer service skills are required.Excellent Microsoft skills with advanced skills in Word and Excel are required.Database experience and experience with grant proposal web applications 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, 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.