Office Manager
Vanderbilt

JOB DESCRIPTION

Job Description

The Office Manager is a member of the Career Center team within the division of Career Advancement and Engagement at Vanderbilt University, and is a key individual contributor responsible for planning, organizing, and supervising the daily operating activities of the Career Center. The position requires a high level of decision-making, judgment, and autonomy. The Office Manager is also responsible for maintaining positive working relationships with all internal and external parties that engage with the Career Center. This role ensures policy and procedure compliance and assists with achieving departmental objectives and goals while remaining in budget. The Office Manager reports to the Director of Operations and Strategy and administratively supports the Assistant Provost and Senior Director of the Career Center.

The Office Manager provides comprehensive administrative support including calendar and meeting management, event coordination and programming logistics, and front desk operations. Responsibilities encompass budget and expense reconciliation, financial compliance oversight, staff onboarding coordination, process and policy alignment, and inventory management of supplies and technology. The role serves as a departmental liaison to critical university offices such as IT, Facilities, and VUPS. The Office Manager supports student appointment scheduling, phone and email communications, and interview room reservations. Additional duties include research and briefing preparation, policy documentation and establishment, and general office management and organization.

The Vanderbilt Career Center serves undergraduate students and alumni (0-2 years) postgraduation. The Career Center also supports students, postdocs and alumni pursuing prestigious fellowships and postgraduate study. The Center focuses on career exploration, providing opportunities for students to learn about and explore professional opportunities including: internships, career coaching, career courses, workshops, career panels, virtual and on-campus recruiting, job fairs, and industry-based Treks. The Center consists of a leadership team, a coaching team, a fellowships and scholarships advising team, an employer relations team and support staff.

Duties and Responsibilities

• Maintain the Career Center calendar by organizing and scheduling meetings and assisting with events as needed.
• Utilize Microsoft Outlook, Word, Excel and PowerPoint in support of the Assistant Provost and Senior Director. Conduct necessary research and prepare briefings, as needed, for events and appointments.
• Assist Assistant Provost and Senior Director with calendar management including scheduling and coordinating meetings, while applying good judgment in determining priorities.
• Maintain confidentiality regarding communication and information received/gathered in office.
• Engage in the reconciling of non-payroll budget expenses; research and resolve discrepancies.
• Maintain working knowledge of all facets of the Career Center's operation.
• Serve as the primary department liaison to the HCM and FUM to ensure all policies and guidelines are followed.
• Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
• Provide general office management through prioritization and high-level organization.
• Oversee the onboarding logistics for new staff members, to include coordinating IT, office setup and trainings.
• Establish and document office policies and procedures for the Career Center.
• Facilitate the accurate and timely payment of department invoices in accordance with University Policy.
• Coordinate programming, event and meeting logistics including reservations, space layout and IT.
• Collaborate with Employer Relations Administrative Assistant to place orders using procurement system and office One Card purchases.
• Maintain inventory of supplies for the Center, including technology and break room hospitality supplies.
• Manage the front desk and office operations including greeting Career Center guests, answering the center's phone line and responding to the Career Center email inbox.
• Assist students and staff with appointment scheduling and with room reservations for video or phone interviews.
• Coordinate the flow of students during drop-in periods, recruitment events, and on campus interviews.
• Serve as liaison to the maintenance department, the IT department, the security access department, phone system, and the purchasing department.
• Performs other related duties as assigned.

Qualifications

• A Bachelor's degree from an accredited institution of higher education is required.

• At least 5 years of directly comparable experience is necessary.
• Prior experience at Vanderbilt University is preferred.
• Demonstrated independent judgment and proactive nature is required.
• Ability to work effectively with a wide range of constituencies in a diverse community is necessary.
• Exceptional attention to detail and accuracy.
• Ability to use independent judgment and to manage and impart confidential information is necessary.
• Ability to analyze and interpret financial and operational data and prepare business re
  
  ports is required.
  
• Strong organizational skills are necessary.
• Ability to manage multiple projects simultaneously is necessary.
• Microsoft Office proficiency specifically with Word, Excel, & Forms is required.
• Strong interpersonal and verbal and written communication skills.

ABOUT US

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

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