Administrative Specialist

The Administrative Specialist is part of the administrative staff in the Department of Psychology at Vanderbilt University. The role involves handling expense reports, faculty appointments and re-appointments, faculty recruitment, visiting scholar appointments, visa applications, facilities, compliance, and event coordination support.

About the Work Unit

The internationally renowned Department of Psychology houses several award-winning professors who are distinguished scholars in their respective fields and are dedicated to providing world-class education and training to our undergraduate and graduate students. The research of our faculty centers around three major areas: Clinical Science, Cognition and Cognitive Neurosciences, and Neuroscience.

Duties and Responsibilities

• Responsible for department administration of communication, documentation and submission of faculty appointments, re-appointments, and promotions.
• Manage the Chair’s calendar.
• Process H1B and J1 visa applications for faculty and visiting scholars.
• Implement new faculty recruitment, advertisements, travel, and expense reimbursements as well as setting up itineraries.
• Manage departmental events (e.g., Fall Assembly, Joint Holiday Party, Psychology Day, Commencement Luncheon).
• Provide procurement and general expense transaction support for the department.
• Manage VU One Card for the department and reconcile on a monthly basis.
• Provide website and department newsletter management.
• Other duties as assigned.

Supervisory Relationships

This position does not have supervisory responsibility. It reports administratively and functionally to the Administrative Manager.

Qualifications

• A High School Diploma or GED is necessary plus 2-3 years of experience. An Associate's or Bachelor's Degree is preferred.
• Demonstrated rigorous attention to detail and strong organizational and analytical skills.
• Evidence of excellent oral and written communication skills, and high interpersonal skills.
• Proven ability to execute multiple tasks in a fast-paced environment with competing priorities.
• Demonstrated ability to work independently and collaboratively.
• Two years’ experience working in a higher education/academic setting is preferred.
• Experience using Vanderbilt systems, including Oracle and RedCap, is preferred.
• Experience with Adobe Professional and Microsoft Office is preferred.
• Familiarity with website maintenance and management applications.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we foster advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity enriches our community and is integral to our mission of excellence in higher education.