Senior Administrative Specialist

Vanderbilt University•Nashville, TN

About The Position

The Senior Administrative Specialist for Sponsored Programs Administration (SPA) and Research Development and Support (RDS) is part of the Office of the Vice Provost for Research and Innovation (OVPRI) at Vanderbilt University and is a key individual contributor coordinating multiple administrative activities such as calendar management, procurement, travel, meeting logistics, and communications in support of SPA, RDS, and other units in OVPRI as needed (e.g., the Vice Provost’s office); they will manage the planning, logistics, coordination and smooth execution of RDS events. Reporting to the Senior Assistant Provost for Sponsored Programs Administration, the position works closely with the SPA and RDS teams and other stakeholders to support research development and administrative activities. About the Work Unit: Sponsored Programs Administration supports and advocates the University’s mission through leadership and expertise ensuring compliance with relevant regulations. SPA serves as a central resource providing guidance and stewardship by supporting the entire research community. SPA processes proposals and negotiates grants, contracts and other agreements. SPA values and promotes integrity, innovation, knowledge, collaboration and effectiveness. The Research Development and Support team within the Office of the Vice Provost for Research provides development and support services to VU leadership, faculty, and program staff throughout all VU colleges and schools. The RDS team strives to match the interests and priorities of federal and private foundation sponsors with Vanderbilt’s research and programmatic strengths, as well as to advance the University’s academic, research, and institutional goals through lasting partnerships with sponsors. The goal of the Office of the Vice Provost for Research and Innovation is to promote Vanderbilt’s distinctive research culture, which aspires to improve the human condition through path-breaking discovery and innovation. In addition to overseeing the university’s research portfolio, the VP-RI also oversees the implementation of the university’s new future vision and trans-institutional strategies and works closely with the Provost, academic Deans, Vice Provosts, and faculty at large to advance the quality of research and scholarship university-wide. The Office develops strategies and provides services to enhance extramural support for research from multiple sources including, private, state, and federal; advance a cohesive and vibrant trans-institutional research agenda; and build strategic partnerships around shared priorities in research.

Requirements

A high school diploma is required.
At least five years of related experience is required.
Strong writing and communications skills are required.
Proven experience in prioritizing and multi-tasking is required.
Proven commitment to accuracy and thoroughness is required.
General working knowledge of the Microsoft Office software suite is required.
Excellent organizational skills, attention to detail, a high level of accuracy, and the ability to prioritize in a fast-paced environment are required.
Strong interpersonal skills, flexibility, a collaborative spirit, and service orientation are required.
Must be able to work well independently and as part of a team.

Nice To Haves

An Associate’s degree or higher from an accredited institution of higher education is preferred.
Prior experience working with university setting is preferred.

Responsibilities

With input from RDS staff, independently plan, coordinate, and execute a variety of research development related events, including visits by federal and private funding agency representatives, internal grant awardee celebrations, campus events showcasing RDS services, grant writing workshops, and more.
As assigned, collaborate with the Vice Provost for Research and Innovation’s central office staff to provide support for large-scale events that involve multiple OVPRI teams and/or a large presence from external partners.
Work with SPA, RDS and other OVPRI staff as assigned to coordinate travel arrangements, submit expense reports, purchase requisitions, or arrange payments and reimbursements to third parties.
Act as primary departmental purchase requester in the procurement of supplies, equipment, food/beverage, and other products and services using the appropriate procurement method.
Process payments, reimbursements, purchase requisitions, and One Card transactions through Oracle as assigned, in accordance with university policies.
Monitor departmental e-mail boxes for both SPA and RDS, directing inquiries to the appropriate point of contact.
Submit facilities service requests for the RDS and SPA office suites as needed.
Support meeting set-up and calendars for the SPA and RDS teams and other OVPRI teams as assigned.
Utilize Microsoft Outlook, Excel, PowerPoint, and other applications in support of departmental activities.
Format and proofread documents of several types, notably text, presentations, website materials, and spreadsheets.
Maintain RDS and SPA website, making updates as requested.