Administrative Coordinator, School of Engineering Dean's Office - Vanderbilt University

The Administrative Coordinator is a part of the School of Engineering Dean’s Office. This in-person position provides comprehensive, high-level support, including confidential matters, for multiple associate deans by managing their schedules, information flow, constituent interactions, and various programmatic support. This position also works closely with, and reports to, the Executive Assistant to the Dean, serving as back up for general office functions and serves as a goodwill ambassador for the Office of the Dean.



This position works closely with other School and University leadership, providing meaningful synergy and structural clarity. The Administrative Coordinator duties require a strong exercise of independent judgment, the ability to prioritize, attention to detail, initiative, and the ability to make decisions in alignment with the goals and programs falling under the Associate Deans. The position will function with a high degree of understanding of university life, policies, and procedures.



The School of Engineering (VUSE) is internationally recognized for the superior quality of its research and education programs in selected fields of engineering. The School includes six major departments, two Institutes and the Division of Engineering Science and Management. Esteemed biomedical engineer Krishnendu "Krish" Roy joined Vanderbilt in the fall of 2023 as the Bruce and Bridgitt Evans Dean of Engineering and University Distinguished Professor. Dean Roy’s goal is to ensure that Vanderbilt School of Engineering is a diverse, inclusive and equitable place that has a profound impact on the advancement of society and the human condition, locally and globally, and that it trains the most impactful engineering leaders of the future. Dean Roy is leading VUSE into the future focused around a growing research portfolio and expanded educational programs.



Duties and Responsibilities





+ Meet regularly with the Associate Deans to coordinate, communicate, review schedules, ascertain deadlines, plan projects, and clarify instructions, procedures, and processes



+ Serve as a gateway for the Associate Deans by managing multiple calendars and complex schedules for meetings, workshops, lectures, and events, applying independent judgment in determining priorities



+ Manage requisitions, purchasing and other financial transactions as needed in direct support of associate deans, including coordination of travel arrangements and expense reimbursements, serving as an expense delegate, requiring understanding of VU travel and expense policies and procedures



+ Prepare agendas, memos, correspondence, presentations, itineraries, relevant materials, and high-end spreadsheets



+ Facilitate meeting logistics, planning, distribution of materials as needed, attend meetings to record, prepare and distribute minutes



+ Manage and prioritize tasks under the direction of multiple Associate Deans and the Executive Assistant to the Dean, taking initiative, working independently and following through to completion, often with competing deadlines



+ Manage the Office of the Dean email inbox, respond to inquiries from prospective students



+ Provide backup as needed for the Executive Assistant to the Dean and front desk



+ General office duties and other duties as assigned





Academic Support





+ Support accreditation activities (ABET and SACSCOC)



+ Draft and archive Dean’s Notification messages sent on behalf of students in need



+ Support undergraduate scholarship selection process



+ Support dismissals and required leave of absence (RLOA) process, communications, appeals, and records



+ Update list of undergraduate classes available for visits every semester and report to Office of Undergraduate Admissions



+ Monitor and archive documents related to students on medical leave of absence (MLOA) or who receive an honor or disciplinary/conduct sanction; produce letters to send to students



+ Under the direction of the Associate Deans communicate with faculty and students regarding key events and issues



+ Manage data on undergraduate, graduate and professional programs, faculty and students, interfacing with relevant offices as needed



+ Interface with graduate program coordinators team and Graduate School with respect to managing various aspects of graduate programs (catalog edits, student handbooks, etc.)





Program Support





+ Along with the Executive Assistant to the Dean, supports VUSE event coordination throughout the year including but not limited to all-School gatherings, special lectures/seminars, and Design Days



+ Support VUSE Summer Research Program including call for proposals, website updates, selection process, assisting with onboarding, and annual poster session



+ Support the preparation and management of grants related to associate deans’ leadership responsibilities such as the TN Board of Architectural and Engineering Examiners



+ Oversee VUSE efforts to get students (undergraduate and graduate) to take the Fundamentals of Engineering exam, including administration of funds for exam fees





Qualifications





+ A bachelor’s degree is preferred. A degree in business administration or related field is strongly preferred.



+ A minimum of 3 years of relevant experience is required. Experience in an academic setting is preferred.



+ An attention to detail, a high level of accuracy, and strong organizational skills are required.



+ The utmost attention to maintaining confidential information and the security thereof is required.



+ The ability to balance the diverse needs of the job and its various constituents (faculty, staff, alumni, visitors, and prospective and current students) and to work with flexibility, at times under pressure, on several tasks simultaneously, and to meet various concurrent deadlines is required.



+ Clear, professional communication skills, both written and oral, are required.



+ A strong proficiency with Microsoft Office Suite, including strong MS Excel, knowledge is preferred.



+ Professional experience in a higher education setting 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 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.


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. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.