Administrative Specialist, Department of Psychology

Job Description

The Administrative Specialist is part of the administrative staff in the Department of Psychology at Vanderbilt University. The Administrative Specialist handles expense reports, faculty appointments and re-appointments, faculty recruitment, visiting scholar appointments, visa applications, facilities, compliance, and event coordination support. This person will work primarily with Admin Manager and Psychology faculty, staff, and visitors.

**About the Work Unit****:**

The internationally renowned Department of Psychology houses several award-winning professors who are distinguished scholars in their respective fields and who are dedicated to providing world-class education and training to our undergraduate and graduate students. While our course curriculum encompasses all of the sub-disciplines of Psychology, 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 (research assistant professors, visiting scholars, lecturers, secondary, adjunct, non-tenure track, tenure-track and tenured)

Responsible for managing the Chair’s calendar.

Processes H1B and J1 visa applications for faculty and visiting scholars

Responsible for implementing new faculty recruitment, advertisements, travel, and expense reimbursements as well as setting up itineraries

Manage departmental events (Fall Assembly, Joint Holiday Party, Psychology Day, Commencement Luncheon, Alumni/Homecoming weekend, Special Receptions / Events, Seminar Series) as assigned

Provides procurement and general expense transaction support for the department

Manages VU One Card for department and reconciles on a monthly basis

Provide website and department newsletter management.

Other duties as assigned

**Supervisory Relationships****:**

This position does not have supervisory responsibility. This position 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 Degree or Bachelor’s Degree from an accredited institution of higher education is preferred.

Demonstrated rigorous attention to detail and strong organizational and analytical skills is necessary.

Evidence of excellent oral and written communication skills, and high Interpersonal skills is necessary.

Proven ability to execute multiple tasks and work in a fast-paced environment under the pressure of hard deadlines and competing priorities is necessary.

Demonstrated ability to work independently and collaboratively is necessary.

Two years’ experience working in a higher education/academic setting highly preferred.

Two years’ experience using Vanderbilt systems including, but not limited to Oracle and RedCap is preferred.

Three years’ experience using Adobe Professional and Microsoft Office proficiency (including Word and Excel) is preferred.

Familiar with website maintenance and management applications such as MyEMMA, WordPress.

**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. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

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.