Administrative Coordinator - Dean's Office

Title: Administrative Coordinator - Dean's Office

Location: Nashville TN United States

Job Description:

Position Summary:

The Administrative Coordinator provides comprehensive administrative and operational support to the Deans within the College of Arts & Science, including the Senior Associate Deans for Faculty Affairs, Graduate Education and Research, and Academic Affairs. Reporting to the Faculty Affairs Manager, and indirectly to the Director of Faculty Affairs, this position plays a key role in supporting faculty and academic processes. The role requires strong decision-making abilities, sound judgment, and a thorough understanding of university policies and procedures.

This is an on-campus position, with a minimum in-office presence of four days per week. One day of remote work may be available, subject to departmental needs.

About the Work Unit:

The College of Arts & Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.

Key Functions and Expected Performance:

Faculty Affairs Coordination - Manage the full lifecycle of faculty affairs processes, including appointments, promotions, scholarly leaves, secondary appointments, resignations/retirements, visiting scholars, interns, and postdoctoral scholar administration.

Project & Event Support - Coordinate high-profile projects such as graduate admissions preparation, award/grant administration, conference support, external reviews, and dignitary visits. Assist with event planning and execution.

Administrative Excellence - Provide high-level administrative support to the Deans, Director, and Chief Operations Officer, including calendar management, meeting preparation, expense processing, and record management (FDD, FIS, BOX, REDCap).

Training & Process Improvement - Develop and deliver training for faculty/staff on systems (e.g., REDCap, Interfolio) and continuously refine office processes for efficiency.

Collaboration & Representation - Build strong working relationships across the University, maintain confidentiality, and represent the Dean's Office with professionalism.

Flexibility & Team Support - Serve as backup for faculty governance functions and other team roles. Provide front desk coverage and run campus/off-campus errands (reliable transportation required) as needed.

Supervisory Relationships:

This position has no supervisory responsibility. This position reports directly to the Faculty Affairs Manager and indirectly to the Director of Faculty Affairs.

Education and Certifications

• Bachelor's degree from an accredited institution required.

Experience and Skills:

• Knowledge of university operations is preferred.
• Excellent interpersonal, written, and verbal communication skills.
• Strong judgment, discretion, and ability to handle confidential information.
• Exceptional organizational skills with attention to detail and accuracy.
• Strong analytical and problem-solving abilities.
• Proficient in records management.
• Skilled in planning, developing, and coordinating multiple projects simultaneously.
• Ability to work effectively both independently and as part of a team.
• Proficient in Microsoft Office (Word, Excel); Adobe Professional experience required.
• Experience with REDCap, Interfolio, and CoPilot a plus.

About Us

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.

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 is an equal-opportunity 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.