The Administrative Specialist is part of the Theatre Department, in the College of Arts and Science, at Vanderbilt University, and is a key individual contributor responsible for the general administrative duties of the Department. The primary responsibilities of the position include purchasing supplies, booking travel, organizing guest lectures and events, and reviewing and monitoring the department budget.  Reporting directly to the Senior Administrative Officer, and indirectly to the Department Chair, the Administrative Specialist interacts with many faculty, students, and staff across campus.  This position requires a thorough understanding of University policies and procedures. 

 

About the Work Unit:

Vanderbilt University's academic theatre program covers a wide range of interests including acting, directing, dramatic literature, playwriting, theatre history and criticism, and theatre design and technology. Students learn from a passionate and dedicated faculty in small classroom settings and through the department's varied production season.

The Fred Coe Artist-in-Residence Series brings theatre professionals to Vanderbilt to perform, direct plays, teach classes, and contribute to departmental productions in a variety of ways. It provides students with direct exposure to professional theatre artists from all areas of theatrical practice.

 

Duties and Responsibilities:

Manage the administrative day-to-day operations  Monitor department budget and spending Review monthly spending and resolve discrepancies in a timely manner Purchase office supplies Create purchase requisitions, create suppliers, and complete the receiving process in Oracle Prepare expense reimbursements for guests, faculty, and students Event planning for guest speakers and lecture series Book travel for guests and arrange itineraries (ground transportation, meals, meetings etc.) Update the department website Maintain and coordinate confidential material (ex. tenure and promotion files, reappointments, course evaluations etc.)  Advertise faculty positions in various publications and maintain each applicant's file Prepare and process paperwork related to hiring new personnel  Work closely with faculty on course scheduling and enrollment Work with Sarratt Box Office on ticketing and box office support Assist with marketing email Hire student workers Problem solve Work closely with the Chair of the Department  Additional duties as assigned                                                                                                                               

 

Supervisory Relationships:

This position has supervisory responsibility over student workers.  This position reports functionally to the Senior Administrative Officer and indirectly to the Department Chair.   

 Qualifications:

A High School diploma or GED is necessary. An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred. Strong organizational & analytical skills is necessary. Resourceful and detail-oriented is necessary. Excellent interpersonal written & oral communications skills is necessary. Ability to plan, develop, and coordinate multiple projects is preferred. Ability to work both as a member of a team & independently is necessary. Microsoft Office proficiency (including Word and Excel) is strongly preferred. Adobe Professional is preferred.