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Job Summary

Acts as a specialist in providing high-level leadership support to the Dean of the College of Arts and Science. Ensures the Dean receives comprehensive administrative and operational assistance to advance strategic priorities and organizational effectiveness. Leads and coordinates complex support functions, manages sensitive communications, and facilitates leadership initiatives aligned with college and university objectives.

About the Work Unit

The College of Arts and Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.

Key Functions and Expected Performance

Executive Leadership Support

• Provides comprehensive administrative support to the Dean, ensuring efficient management of daily operations and strategic priorities.
• Prepares meeting materials, briefings, reports, and background documents for leadership meetings and engagements.
• Drafts, edits, and manages correspondence on behalf of the Dean, including communications with faculty, staff, university leadership, and external stakeholders.
• Maintains organized and confidential electronic and physical files.
• Arranges and coordinates meetings for the Dean and other senior leaders, including scheduling, agenda development, preparation of materials, and follow-up documentation.
• Prepares detailed itineraries and coordinates logistics for campus visitors, including academic leaders, donors, advisory boards, and search candidates. Manages scheduling, travel arrangements, lodging coordination, and hospitality to ensure a professional and welcoming experience.

Financial and Administrative Operations

• Prepares and submits expense reports for the Dean in compliance with university financial policies and timelines.
• Coordinates administrative processes related to travel, purchasing, reimbursements, and documentation tracking.
• Provides administrative support for Dean-led committees, standing committees, and faculty and staff searches.
• Coordinates meeting logistics, agendas, minutes, documentation, and communications with committee members.
• Manages candidate materials, interview schedules, and related documentation for searches. Provides support for staff searches as requested by the Chief Operations Officer.

Initiative and Project Support

• Coordinates administrative and operational support for new and ongoing initiatives led by the Dean’s Office, including:
• New York campus programs
• San Francisco campus programs
• Other strategic College initiatives
• Tracks timelines, deliverables, and communications to ensure alignment with college goals. Contributes to process improvements that enhance leadership support functions and operational efficiency.

Office and Operational Support

• Provides backup support for the Executive Coordinator and front desk operations to ensure continuity of service.
• Interfaces with internal and external stakeholders, maintaining strong working relationships and a high level of professionalism.
• Ensures discretion and confidentiality in handling sensitive information and leadership matters.

Supervisory Relationships

This position currently supervises one (1) staff member and reports directly to the Chief Operations Officer.

Education / Experience

A Bachelor’s degree is necessary.

Experience supporting senior leadership in higher education or similarly complex organizational environments is preferred.

Experience and Skills

• Seven years of relevant experience is necessary. Relevant education can be substituted for experience.
• Advanced administrative and organizational skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and complex scheduling demands.
• High level of discretion and judgment in handling confidential matters.
• Proficiency with Microsoft Office Suite and university administrative systems.
• Demonstrated ability to work independently while collaborating effectively across departments.