Administrative Coordinator, Electrical and Computer Engineering

Vanderbilt University School of Engineering seeks an Administrative Coordinator for their Electrical and Computer Engineering department. This position coordinates the administrative tasks for special projects, events, and/or activities; may conduct studies, prepare reports, create project plans, maintain records, advise departments, and/or ensure regulatory or company policy compliance; and may utilize specialized knowledge of subject area. Responsibilities also include performing a variety of professional and administrative duties that facilitate the day-to-day operations of a function, program, and/or department. This position works to resolve problems that have a significant impact on the overall goals of the department.

The selected candidate should have a well-rounded understanding of how things in the department operate as this position serves as the backup for the Senior Administrative Officer.

Electrical and Computer Engineering (ECE) has been primarily responsible for the information technology revolution that society is experiencing. The development of large-scale integrated circuits has led to the development of computers and networks of ever-increasing capabilities. Computers greatly influence the methods used by engineers for designing and problem solving.

Duties and Responsibilities

Assistant to the Chair

• Act as administrative assistant to department Chair

• Respond to incoming department calls/emails for ECE

• Coordinate faculty meetings which includes scheduling, attending, & taking notes

• Support faculty search (see Faculty Search Support section below)

• Helping with ABET accreditation preparation - including but not limited to, formatting CV's, formatting syllabi, & creating binder for ABET visit

• Interfolio Specialist for faculty searches for VUSE

• Create & maintain announcement slides for faculty meetings

• Assist with Faculty Activity Reports, including putting binders together for department records and for Dean's office and pulling information from Course and Evaluation Reports

Faculty Search Support

• Post position on multiple websites (Interfolio, IEEE, and other ECE websites)

• Schedule committee meetings

• Attend committee meetings & take notes

• Maintain & update applicant spreadsheet

• Correspond with applicants & letter of recommendation writers, including but not limited to, answering questions about visits, application status, application processes, & Interfolio questions - via email & phone

• Maintain faculty search email inbox

• Coordinate applicant visits, including but not limited to, itinerary with VU members, travel arrangements, providing food for meetings & meal reservations, & seminars (including room reservation & announcements)

ECE Support

• Provide administrative support for department faculty & staff

• Provide assistance to faculty, including but not limited to, travel coordination, expense reports, & ordering research supplies

• Primary face/point of contact for department

• Maintain ECE department calendars

• Main purchasing requestor for ECE, including ordering for some labs

• OneCard administration for department, including expense reports

• Maintain department copiers & paper supply

• Design & maintain fliers for department & programs

• Help staff & students with expense reports

• Maintain department social media pages (Facebook, Instragram, LinkedIn, X)

• Maintain ECE department, LASIR, & Risk & Liability websites

• Maintain department listservs for faculty, staff, graduate students, freshmen, sophomores, juniors, & seniors

• Participate as a part of the social media committee for VUSE

• Assist other department staff however needed, including but not limited to, events, spreadsheets, & gathering information

• Responding to incoming calls

• Back up to Senior Administrative Officer for Faculty and postdoc appointments

• Stay up to date on Protection of minor policies and other VUSE policies

• Coordinate for intern observers

Seminar Support

• Pull resources together & supervises all people involved in events, including but not limited to, vendors, signage, name tags, tables/chairs, décor, & food

• Schedule meetings & presentations, including making room reservations

• Organize interviews, workshops, seminars, conferences, symposiums - both on & off campus

• Work closely with different departments at VU as well as outside VU to set up conferences, workshops, & seminars for ECE faculty

• Coordinate guest travel for students & visitors

• Provide assistance with department events: coordination, visitors, meetings, workshops, food

• Develop & maintain relationships with restaurants & hotels & other vendors

• VECAP - Events Committee Chair & Conference Committee (see ECE Events Coordination section below)

• Support faculty regarding seminars (senior, invited, special, & endowed)

Student Support

• Supervise & oversee student workers

• Assist student organizations with food ordering, travel preparation & accommodations, supply ordering for events on & off campus (both locally & domestically)

• Help students with expense reports

ECE Events Coordination

• Manage listserv for all faculty, postdocs, students and staff

• Coordinate all ECE events (Friends and Family Day, ECE Day)

• Attend all committee and staff meetings

• Determine décor, food, signage for every event

• Handle all registration

• Coordinate all speakers travel, parking etc. plus assist with reimbursement

• Attend, set up and break down events

• Reserve all space to be used on & off campus, including parking for attendees

• Point of contact for event questions via phone, email, & in person

• Coordinate EAB meetings

• Supervise & coordinate students who are helping in exchange for them being able to attend events

Qualifications

• A bachelor's degree is preferred; however, experience can be used in lieu of degree.

• At least three years of relevant experience is required.

• The experience of working in higher education / academic setting is preferred.

• Strong written and oral communication skills are required.

• Exceptional customer service skills are required.

• Strong analytical skills are required.

• Excellent Microsoft skills, with advanced skills in Word and Excel, are required.

• The ability to demonstrate initiative and manage multiple projects at one time is necessary.

• The ability to work independently as well as part of a team is required.

• Flexibility with work hours is required.

• A knowledge of Vanderbilt policies and procedures, including Oracle, 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 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.

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. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.