Office Assistant IV - Vanderbilt University (Nashville, TN)

Duties

Vanderbilt University is seeking an Office Assistant IV to perform administrative, secretarial and clerical services to support Vanderbilt's Equal Opportunity, Affirmative Actions and Disability Services department. Primary function is to provide every visitor and phone contact with a pleasant and helpful assistance. The Office Assistant IV will also work with students and faculty to coordinate testing accommodations.

 Duties and Responsibilities: 

  • Answers telephone, takes accurate messages, and routes calls to appropriate extension
  • Answers multi-line telephone; screens and directs caller to the appropriate party, or take accurate message if the party is absent
  • Provides professional phone courtesy
  • Performs administrative office duties
  • Coordinate testing accommodations for students
  • Maintain upkeep of testing room and equipment
  • Book editing and providing materials in alt. formats
  • Assist with scheduling scribes, readers, etc.
  • Supervise student workers
  • Respond to inquiry emails
  • Maintains a thorough knowledge of policies and procedures
  • Recommends/defines & documents office processes (filing systems, office procedures, and workflow) including maintaining the SOP
  • Develops spreadsheets/databases to include gathering appropriate information
  • Creates and runs database queries and reports and updates database as necessary
  • Tracks usage of department supplies equipment, and software
  • Process incoming and outgoing mail
  • Assists with annual Commencement activities
  • Maintains appointment calendar and schedules meetings
  • Maintains calendar for department and/or supervisor 
  • Schedules appointments, meetings, and conferences involving multiple participants
  • Schedules conference rooms for meetings
  • Some evening and weekend work required

Qualifications

Qualifications and Experience:

  • High School Diploma or GED
  • Three (3) years of experience in a relevant position
  • Strong customer service focus a must
  • Familiar with scanning software for book editing
  • Proficient computer skills required (Microsoft Office: Word, Excel)
  • Knowledge of adaptive technology preferred
  • Experience working with persons with disabilities
  • Prior experience in higher education setting
  • ADA knowledge
  • Good communication skills
  • Adaptable to changing priorities
  • Thrives in fast paced environment
  • Willingness to be patient and understanding when interacting with students and parents
  • Experienced working with a diverse population

Hours: Full-time
date posted: 10-02-2017