Administrative Specialist Location Nashville, TN (Vanderbilt Area area) : The Administrative Specialist in this position will plan, support, and execute programs for The Latin American Public Opinion Project (LAPOP) Lab, a survey research institute at Vanderbilt University. Support will include, but is not limited to, communications to LAPOP affiliates; event planning and logistics; and undergraduate management. The Administrative Specialist will report directly to the Administrative Coordinator and will work closely with the Program Director of LAPOP. This position will engage with a wide range of colleagues (faculty, staff, and students), in various areas. The position requires a thorough understanding of university policies and procedures. Duties and Responsibilities: Communications:
Responsible for assisting with the drafting of media/press releases, project reports, and project brochures. Assist the Administrative Coordinator in communications with a network of partners regarding event development and implementation. Responsible for updating departmental websites. Assists with social media, including Twitter, Facebook, and Instagram, for the lab. Plan and coordinate events:
Develop plans and logistics for project events. Coordinate arrangements for visitors to the lab. Manage invoicing and reimbursements for events/visitors. Administrative Duties:
Responsible for office supply purchases and management. Assists with Departmental Procurement and One Card purchasing. Guest Travel Coordinator contact Assists with processing travel and other expense reimbursements for the lab. Coordinates invited speakers and events. Assists with hires and supervision of undergraduate student workers. Distributes communications and announcements, as applicable. Responsible for drafting contracts such as scopes of work or professional services agreements. Handles copy jobs, printing, and other administrative tasks as needed by the program. Other tasks, as needed. 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 communication skills is necessary. Ability to plan, develop, and coordinate multiple projects simultaneously 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. Fluency in speaking and writing in Spanish 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.
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.
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