Position Summary
The Administrative Specialist supports the International Experiences and Global Learning unit at Vanderbilt University by providing exceptional customer service, ensuring smooth administrative processes, and overseeing purchasing and financial transactions. This role requires professionalism, adaptability, critical thinking, and strong organizational skills to effectively handle multiple priorities in a collaborative environment.
As the first point of contact for visitors to the office, the Administrative Specialist provides frontline support and customer services by answering phones, triaging emails, and greeting visitors, including Vanderbilt students, faculty, and staff, and third-party partners. Key responsibilities include reception duties, administrative and operational support, customer service and communication with internal and external partners, and collaboration and compliance with Vanderbilt’s financial policies. The Specialist also collaborates with university departments, ensures functionality within policies, resolves financial issues, and contributes to special projects to advance the unit’s goals.
This position plays an essential role in supporting international and domestic education programs, enhancing operational efficiency, and contributing to student success through effective service and problem solving.
About the Work Unit
International Experiences and Global Learning (IEGL) is dedicated to advancing Vanderbilt University’s mission of fostering global citizenship by providing students with a wide range of transformative international programs and initiatives. This unit encompasses four areas: Study Abroad, Study Away, Faculty-Led Programs, and Global Safety and Health. Together, these areas create a comprehensive support system that promotes intellectual development, personal growth, and student wellbeing through global experiences.
Grounded in the values of curiosity, excellence, and engagement IEGL equips students with the knowledge and skills necessary to thrive in an interconnected world. The unit collaborates closely with faculty, staff, and academic leaders across campus, as well as with providers and partners in the U.S. and abroad, to ensure the delivery of high-quality programs that expand students’ horizons and enhance their Vanderbilt experience.
IEGL is part of the Office of Undergraduate Education (OUE) within the Office of the Provost. Expanding global experiences represents is vital component of Vanderbilt’s institutional vision: encouraging students to extend learning beyond the classroom and to drive their own intellectual, personal, and social growth.
Key Functions and Expected Performance
Reception: Serve as the first point of contact by greeting visitors and directing them to the appropriate person, unit, or event. Provide general information and respond to inquiries regarding IEGL programs and services. Answer, triage, and route phone calls and emails appropriately. Manage incoming and outgoing mail and packages and maintain organized storage areas.Administrative and Operational Support: Oversee departmental purchasing, including procurement card management and office supply requisition through Oracle Cloud. Maintain organized filing systems and handle administrative tasks such as document preparation, membership renewals, and correspondences. Assist with process improvements by developing and documenting business procedures and offering recommendations for system enhancements.Customer Service and Communication: Deliver clear, timely information. Provide guidance on Vanderbilt procedures to billing contacts and maintain effective communication with internal and external stakeholders.Collaboration and Compliance: Partner with university departments to enhance service quality and knowledge sharing, ensuring FERPA compliance and applying a thorough understanding of Financial Aid policies to strengthen collaboration between the Office of Student Accounts and Financial Aid.Critical Thinking and Problem-Solving: Apply sound judgment to investigate and resolve financial and student accounts issues, clearly communicate findings to department leadership, and support effective decision-making.Special Projects and Additional Duties: Support special projects and other assigned responsibilities, while engaging in regular self-assessment and performance reflection to contribute to overall operational success.Complete other duties as assigned.Supervisory Relationships
This position does not have supervisory responsibility. This position reports administratively and functionally to the Assistant Director, Operations & Strategic Initiatives, in International Experiences and Global Learning.
Qualifications
A high school diploma or GED is required. A bachelor’s degree is strongly preferred. A minimum of three years of relevant administrative experience, with education considered in lieu of experience. The ability to handle confidential material and maintain confidential communications is necessary.Demonstrated experience working in a team-oriented environment is necessary.Excellent organizational, communication, and time management skills are necessary.The ability to prioritize and effectively multitask is necessary.Strong written and verbal communication skills are necessary.Strong interpersonal and phone skills are necessary.The ability to work quickly and accurately under pressure is necessary.A high level of professionalism and maturity is necessary.Proficiency with Microsoft Excel, Word, and Outlook/Office 365 is necessary.Proficiency with Oracle Cloud is preferred.Demonstrated aptitude for administrative detail and database management is strongly preferred.Previous experience on a university campus, particularly in a study abroad office, is preferred.Experience living, studying, and/or working abroad is preferred.