Administrative Specialist - Vanderbilt University

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.