The Administrative Assistant is part of the Basic Science’s Vanderbilt Institute of Chemical Biology (VICB) at Vanderbilt University and is a key individual contributor responsible for coordinating the VICB Seminar Series and scheduling meetings to discuss active projects in the VICB core facilities. This position will either be a remote or hybrid position, in the office on Wednesdays. Reporting directly to the VICB Director, the Administrative Assistant will work closely with faculty, students and staff within the Institute, as well as throughout the department, school, and university.

The Administrative Assistant serves as a principal liaison between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative issues concerning VICB events and provides general administrative support to faculty and student groups within the Institute.

The position is part-time (20 hours/week) and will start in October, 2024.

About the Work Unit:

The Vanderbilt Institute of Chemical Biology (VICB) is a multi- and trans-disciplinary institute within the Basic Sciences of the Vanderbilt School of Medicine. Founded in 2002, the VICB's stated mission was to "establish research and education programs in the application of chemical technologies to important biological problems". The VICB provides a vibrant interdisciplinary environment that fosters new discovery and research innovation at Vanderbilt. It will be critical to the future exploration of new dimensions for successful multi-investigator initiatives and the ongoing integration of chemical biology education and research into disease-focused programs across the Vanderbilt campus.

Duties and Responsibilities

Key Functions and Expected Performance:

Vanderbilt Institute of Chemical Biology (VICB) Seminar Series -

• Gathers travel information from incoming speakers and coordinates with POD2 staff to schedule guest travel (flights)

• Coordinates the overall itinerary for the visiting speaker, i.e. meetings with faculty, lunch with students, dinner with host and other faculty

• Mediates selection of students and schedules student lunch with the speakers, including location and meal details.

• During speaker visit must be available to deal with last minute itinerary adjustments.

• Works with POD2 staff to process expense reports from speaker visits

• Provides the VICB Chart of Accounts (COA) number to faculty for dinner reimbursements as appropriate.

Provides General Administrative Support:

• Assists the VICB Director as needed (e.g. emails, letters, slides, reports, meetings, visits, etc.).

• Schedules meetings, sends reminders, attends various meetings, takes minutes, and provides document(s) to VICB Director.

• Answers general questions from faculty members; refers others to the VICB Director as appropriate.

• Manages the VICB Director’s overall calendar and assists with scheduling meetings with faculty throughout campus and the medical center.

Supervisory Relationships: This position does not have supervisory responsibility, this position reports administratively and functionally to the Director of the Vanderbilt Institute of Chemical Biology.

Qualifications

Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education is necessary.

• A Bachelor’s degree from an accredited institution of higher education in business administration of a science discipline is preferred.

• Responds Promptly – When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.

Experience and Skills:

• Three or more years of experience in an administration position is preferred.

• Ability to make administrative/procedural decisions and judgments is preferred.

• Ability to coordinate and organize meetings and/or special events is required.

• Clerical, word processing, and/or office skills is required.

• Skill in the use of personal computers and related software applications is required.

• Skill in organizing resources and establishing priorities is preferred.

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is required.

• Ability to interact with students, faculty and/or staff in a team environment is required.

• Knowledge of finance, accounting, budgeting, and cost control procedures is preferred.

• Knowledge of communication principles, media, and marketing techniques is preferred.

  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. 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.

  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.