Office Manager (10008142) &#8211; HigherEdJobs

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.

Required Skills

Corporate Travel Management – VU

Discretion – VU
Editing – VU
Event Planning – VU
Expense Management – VU
Process Improvement -
VU
Project Coordination – VU
Purchasing – VU
Records Management – VU
Relationship Management – VU

Strategic Prioritization – VU

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.

Job Info