Position Summary:

The Administrative Specialist is located in Buttrick Hall in the College of Arts & Science at Vanderbilt University and is responsible for assisting with the general administrative duties of the departments. The primary responsibilities of the position include purchasing and procurement, serving as expense delegate, and assisting with contracts.  Reporting directly to the Administrative Manager, the Administrative Specialist interacts with many faculty, students, and staff across campus.  This position requires a thorough understanding of University policies and procedures.

 

About the Building:

Buttrick Hall is comprised of seven departments including African American & Diaspora Studies, Asian Studies, Cinema & Media Arts, Culture, Advocacy, & Leadership, Theatre, Gender & Sexuality Studies, and Jewish Studies. Buttrick Hall has many full-time faculty members that teach an array of courses, and work extensively on research projects. The Departments host several lecture series with prestigious guests through the academic year, as well as various workshops and seminars.

 

Key Functions and Expected Performance:

Financial:

• Process all procurement purchases and payments for the Buttrick Hall departments. • Serve as point of contact for supplier/vendor registration • Guide faculty and suppliers through Professional Service Agreement process • Place orders for departmental supplies • Process honoraria and travel reimbursements for guests • Serve as contact for catering and other contractual agreements for departments • Act as the departmental contact for One Card purchases. • Assist Administrative Manager with expense tracking and budgeting for events, faculty research funds, co-sponsorships, etc. • Serve as expense delegate and resource for faculty and students across all departments. • Maintains an extensive understanding of the university’s expense and procurement policies.

 Other:

• Assisting with Maymester courses including contracts, travel arrangements, cash advance, expenses, etc. • Problem solve. • Additional duties as assigned.

  

Supervisory Relationships:

This position has no supervisory responsibility.  The position will report administratively & functionally to the Administrative Manager.

 

Education and Certifications: 

▪ A High School diploma or GED is required. ▪ An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.

 

Experience and Skills:

• 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 necessary. • Ability to work both as a member of a team & independently is necessary. • Microsoft Office proficiency (including Word and Excel) is necessary. • Adobe Professional is preferred.