Job Description The Administrative Specialist for University Ceremonies and Events is a vital member of the Office of the Chancellor’s University Ceremonies and Events team at Vanderbilt University. This position will be responsible for providing comprehensive administrative support to ensure the smooth operation of the team. The Administrative Specialist will handle tasks such as booking travel, ordering supplies, assisting with expense reports, general purchasing, and meeting scheduling. Additionally, this role will support event preparation and coordinate small projects. This is a full-time, on-campus, benefits-eligible position that requires a dedicated individual who thrives in a collaborative and dynamic work environment.   The Office of the Chancellor at Vanderbilt University is committed to upholding the university's vision by excelling in management, strategic initiatives, and operational success. The University Ceremonies and Events team, which is part of the Office of the Chancellor, leads and executes key Vanderbilt ceremonies and events such as Founders Walk, Family Weekend, Reunion, Commencement, and other mission-critical programming. The UCE team also provides event expertise to partner offices across campus. This dynamic team is "proud but never satisfied," continually building on success to deliver higher impact events.
  Duties and Responsibilities
Key Functions and Expected Performance: 

• Provide administrative support to the University Ceremonies and Events team. 

• Book travel arrangements and accommodations as needed for team members and event participants. 

• Order office supplies and manage general purchasing processes to ensure seamless operations. 

• Assist in the preparation and processing of expense reports and budget tracking. 

• Schedule and coordinate meetings, ensuring all logistical details are attended to. 

• Support event preparation, including planning and logistics for small-scale events. 

• Coordinate small projects as assigned, managing timelines and deliverables. 

• Communicate effectively with internal and external stakeholders. 

• Assist with maintaining records and documentation for events and projects. 

• Perform other administrative duties as required in support of the team's objectives.

Qualifications

Education and Certifications:

 • A high school diploma or equivalent is necessary. 

• An associate or bachelor’s degree from an accredited institution of higher education is preferred. 

Experience and Skills: 

• At least 2 years of administrative support experience is necessary. 

• Experience in event planning or support within a non-profit or higher education organization is preferred. 

• Proficiency in Microsoft Office suite products and Zoom/Teams is strongly preferred. 

• Strong organizational skills and attention to detail. 

• Excellent communication and interpersonal skills. 

• Ability to handle multiple tasks simultaneously and prioritize effectively