Administrative Assistant (Temporary, Part-Time)

About the role

The Administrative Assistant provides essential operational support to the Office of the Vice Provost for Graduate Education and Growth Initiatives, including office coverage and reception, meeting preparation and setup, and general administrative functions. The Administrative Assistant also works in support of units across the Graduate Education portfolio as needs arise.

Key Functions And Expected Performance

• Provide front desk and phone line coverage, welcoming visitors and directing inquiries appropriately
• Maintain shared departmental email accounts and route inquiries appropriately
• Monitor and distribute incoming mail and packages
• In consultation with Vanderbilt University Maintenance and Operations, submit work orders for office and building maintenance and oversee requests through completion
• Congnorate conference room scheduling and setup
• Prepare spaces for events and meetings with necessary equipment and materials
• In consultation with Vanderbilt University Information Technology, arrange audiovisual components and test functionality prior to meetings
• Arrange catering and refreshments as needed
• Document meeting attendance, record minutes, and track items for follow-up
• Assist with scheduling on behalf of the Vice Provost
• Maintain departmental supply inventories
• Assist with processing travel-related reimbursements and other departmental expenditures

Education And Certifications

• A bachelor’s degree from an accredited institution of higher education or an equivalent combination of education, relevant experience, and relevant skills are necessary.

Experience And Skills

• Must be willing to work part-time- roughly 30 hours per week; this role is a temporary position up to 6 months
• Experience with administrative, operational, or related professional areas is preferred
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment
• Experience with financial processes, budgeting, invoicing, procurement, reimbursement workflows, or operational support functions
• Ability to work independently while maintaining accountability for assigned responsibilities
• Adaptability and willingness to support evolving departmental needs
• Commitment to teamwork, collaboration, and continuous improvement
• Ability to maintain confidentiality and exercise sound judgment