What are the responsibilities and job description for the Front Desk Administrative Assistant position at Vanderbilt University?
About the Work Unit:
Office of Investments' (OoI) mission is to safeguard and grow the university's endowment by delivering outstanding long-term investment returns for the benefit of research and scholarship. Operating across three teams—operations, public investments, and private investments—we actively seek superior investment opportunities through strategic partnerships and alignment of interests. OoI fosters inclusiveness, innovation, and continuous learning, with a commitment to excellence and process improvement. Join our world-class team contributing to Vanderbilt University's success.
Key Functions and Expected Performance:
Office Support
- Greet and welcome visitors, direct guests to conference rooms, and validate parking.
- Answer and direct phone calls to appropriate staff members.
- Purchase office supplies, maintain organization of supply areas, and track office supply expenses.
- Place work orders, act as site liaison for service providers, follow up on requests to ensure completion.
- Request recycling pickup and surplus pickup as needed.
- Create tickets for phone, computer, and IT support as needed
- Manage and organize the reception area, break room, storage, and conference rooms.
- Handle opening/closing duties, including but not limited to: stocking supplies, preparing conference rooms, powering on/off monitors and computers.
- Prepare shipping and handle office correspondence, including collection and sorting of all mail.
- Assist with office events and off-sites, including planning, catering, and setup/tear down.
- Monitor conference room traffic to anticipate meeting overlap and conflicts.
- Performing various clerical tasks, including notarizing documents and completing the apostille process, data tracking, faxing, transcribing, and filing.
- Conduct office errands as needed.
- Facilitate, encourage, and suggest process improvements for the department.
- Perform ad-hoc tasks and assist with special projects as requested.
Team Support
- Provide backup support to the operations, public investments, and private investments teams, occasionally assisting with planning, scheduling, and booking travel.
- Compile information and upload documents in our investment management software.
Supervisory Relationships:
This position does not have supervisory responsibility and reports administratively and functionally to the Chief of Staff.
Qualifications:
- A high school diploma is necessary. - An associate’s or bachelor’s degree is preferred.
- 1-2 years of administrative or related experience is required.
- Proficient in MS Office Suite: Word, Excel, PowerPoint, Outlook, Adobe and other tools for analysis and office operations (strong power PowerPoint is a plus).
- Self-starter and team player.
- Strong interpersonal and communication skills.
- High level of organization with the ability to multitask, prioritize, and manage diverse responsibilities.
- High degree of confidentiality, professionalism, integrity, commitment, and flexibility.
- Advanced time management skills.
- Interest in working in the field of investments or finance is a plus.
Office of Investments' (OoI) mission is to safeguard and grow the university's endowment by delivering outstanding long-term investment returns for the benefit of research and scholarship. Operating across three teams—operations, public investments, and private investments—we actively seek superior investment opportunities through strategic partnerships and alignment of interests. OoI fosters inclusiveness, innovation, and continuous learning, with a commitment to excellence and process improvement. Join our world-class team contributing to Vanderbilt University's success.
Key Functions and Expected Performance:
Office Support
- Greet and welcome visitors, direct guests to conference rooms, and validate parking.
- Answer and direct phone calls to appropriate staff members.
- Purchase office supplies, maintain organization of supply areas, and track office supply expenses.
- Place work orders, act as site liaison for service providers, follow up on requests to ensure completion.
- Request recycling pickup and surplus pickup as needed.
- Create tickets for phone, computer, and IT support as needed
- Manage and organize the reception area, break room, storage, and conference rooms.
- Handle opening/closing duties, including but not limited to: stocking supplies, preparing conference rooms, powering on/off monitors and computers.
- Prepare shipping and handle office correspondence, including collection and sorting of all mail.
- Assist with office events and off-sites, including planning, catering, and setup/tear down.
- Monitor conference room traffic to anticipate meeting overlap and conflicts.
- Performing various clerical tasks, including notarizing documents and completing the apostille process, data tracking, faxing, transcribing, and filing.
- Conduct office errands as needed.
- Facilitate, encourage, and suggest process improvements for the department.
- Perform ad-hoc tasks and assist with special projects as requested.
Team Support
- Provide backup support to the operations, public investments, and private investments teams, occasionally assisting with planning, scheduling, and booking travel.
- Compile information and upload documents in our investment management software.
Supervisory Relationships:
This position does not have supervisory responsibility and reports administratively and functionally to the Chief of Staff.
Qualifications:
- A high school diploma is necessary. - An associate’s or bachelor’s degree is preferred.
- 1-2 years of administrative or related experience is required.
- Proficient in MS Office Suite: Word, Excel, PowerPoint, Outlook, Adobe and other tools for analysis and office operations (strong power PowerPoint is a plus).
- Self-starter and team player.
- Strong interpersonal and communication skills.
- High level of organization with the ability to multitask, prioritize, and manage diverse responsibilities.
- High degree of confidentiality, professionalism, integrity, commitment, and flexibility.
- Advanced time management skills.
- Interest in working in the field of investments or finance is a plus.