Office Manager

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.

The Office Manager is a key contributor to the success of the Division of Government and Community Relations (GCR) and Division of Communications and Marketing (MarComm) at Vanderbilt University. The Office Manager will be responsible for managing the divisions' shared office space in the Baker Building, including hoteling and common space policies, and for generally maintaining a productive, collaborative, and accessible work environment. The Office Manager is responsible for procurement and finances related to office space operations and is responsible for a variety of administrative functions, including greeting visitors and managing conference room use. The manager is also responsible for implementing programs and managing amenities that help build community among the hybrid workforce that uses the space.

Key Functions and Expected Performance:

Office Management

• Manage the office space to ensure it operates smoothly
• Implement and ensure compliance with hoteling and shared space allocation policies and related booking platforms
• Identify best practices for hoteling, co-working, and collaboration spaces and deploy needed amenities and tools to support collaboration, productivity, and community building
• Convene a cross-unit committee to develop programmatic plans for office community building (both virtual and in-person); Lead implementation of the programs
• Serve as point of contact and manage relationships with Facilities, VUIT, building management, vendors, and suppliers—answering or directing day-to-day inquiries
• Ensure other office policies and procedures are implemented appropriately
• Identify opportunities for process and office management improvements, and work with management to design and implement new systems
• Coordinate purchases related to office setup and staff workstation needs, as well as office supplies
• Receive and sort incoming mail and deliveries and manage outgoing mail
• Oversee maintenance orders, cleaning, and other upkeep
• Oversee office file management system
• Manage the organization of the storage units, ensuring optimal utilization of available space, and conduct regular inspections to maintain a clean, organized, and secure environment
• Oversee and update office subscriptions, including news and software requirements

Financial Management

• Manage operational spending (procurement and corporate credit card purchases), ensuring purchases and vendor contracts are within budget and in compliance with campus procurement and expense policies
• Ensure that all purchases are invoiced and paid on time
• Process and deposit any paper checks received and provide back-up documentation to the Financial Unit Manager

IT Systems Coordinator

• Coordinate with the IT department on all office equipment and network needs
• Oversee computer inventories including assigning devices, processing reimages through VUIT, collecting returned devices and ensuring repairs are handled by VUIT in a timely manner

Administrative Support

• Provide meeting support to conferences and presentations held in the office, including any necessary equipment setup or catering needs
• May assist with scheduling large group meetings for specified executives
• Coordinate reservations of shared conference rooms and zoom rooms
• Perform receptionist duties, including greeting visitors
• Provide other administrative support as necessary
• Attend trainings as needed
• Facilitate and support divisional team events

This position requires the candidate to:

• Demonstrate understanding of the university's mission, values, goals, and priorities and an ability to ensure that all are considered in directing office operations
• Operate in a highly organized fashion with attention to detail on all projects
• Handle confidential information with integrity
• Communicate and collaborate effectively with a wide range of audiences

Education and Certifications:

A Bachelor's degree from an accredited institution of higher education, or related experience, is necessary.

Experience and Skills:

• At least three to five years of related experience is necessary
• Excellent organizational and planning skills are necessary
• Experience in project management, event coordination and logistics are strongly preferred
• Superior time management skills with the ability to manage multiple, complex projects efficiently and effectively
• Exceptional interpersonal skills with the ability to interact and maintain vibrant connections with individuals across the university and externally
• Superior verbal and written communication skills
• Highest personal and professional integrity with demonstrated ability to handle high level sensitive and confidential information
• Demonstrated ability to analyze, understand and use data
• Proficiency in office software tools (e.g., Microsoft Excel, Word, PowerPoint)
• Professional attitude and considerable tact, persuasion and judgment when interacting with internal and external constituents