Administrative Assistant Jobs

The Administrative Assistant for Vanderbilt's Child and Family Center manages the hub of communications that support a successful childcare site operation. This role is critical to the successful function of the childcare site and may be called to assist in classroom management as needed.

The Child and Family Center offers quality early childhood education and care for the children of Vanderbilt faculty, staff, and students. The program serves children age infants (6 weeks) to five years old. The Centers are licensed by the Tennessee Department of Human Services.

Duties and Responsibilities

Attributes and Dispositions:

Accountable Caring Communicative Collaborative

Consistent Detail-oriented Helpful Initiative

Patient Persistent Professional Resourceful

Responsible Self-starter Sense of Humor Teamwork

Competencies: 

Clerical and administrative procedures and systems, such as filing and record keeping 

Computer skills: Excel, Procare, MS Word 

Experience working in a child care or other family services environment 

Knowledge of standard office equipment and office management 

Respectful communication: responsive listening, problem-solver, initiates crucial conversations, receptive to feedback 

Verbal and written professional English language (grammar, punctuation, spelling)

Administrative: 

Generate notices: announcements, illness postings, payment reminders, sign-up sheets 

Maintain Children and Staff files, observing strict confidentiality 

Maintenance log – updates and tracks as needed 

Menus – creation and distribution – weekly, and updating as needed per DHS compliance 

Monthly birthday announcements: creation and distribution 

Open, sort, and distribute incoming correspondence /mail 

Ordering supplies for child care center when needed/manage one card receipt reconciliation 

ProCare: enter new family information into system, audit consistently and update 

Schedule and support coordination of meetings, appointments, candidate interviews, etc. 

Open, sort, and distribute incoming correspondence /mail

Child Care Operations: 

Assist with lunch service and dish distribution, clean-up – daily 

Assist with laundry as needed 

Assist in classrooms for break coverage or to ensure ratios are being met

• Manages operations in absence of Site Manager, to include: 

Create daily staff schedules to include managing call-outs and rotating staff members as needed. 

Run sign in/sign out report daily, this includes auditing classrooms twice daily 

Manage injury reports – read, sign, and determine whether parents receive notification 

Safety procedures – assist with all safety procedures (example, fire drills)

Customer Service 

Answer phone calls and responds promptly to questions 

Creates an atmosphere of joy in the learning community 

Friendly greeting to each and every parent/visitor 

Prompt follow-through to share necessary information: phone calls and emails returned as soon as possible, and within 24 hours

Qualifications 

Candidates must have a high school diploma or GED, and an AA/BA degree is strongly preferred. 

1-3 years experience clerical duties. 

Preferred candidates possess Child Development college course credits (12 or more units in Early Childhood Education.)

Preferred traits 

Clean – ensures a tidy and organized workspace and beautiful child care center 

Demonstrates care and compassion through responsive listening 

Effective – checks-in, follows through, and makes time to find and share a solution 

Knowledge of and develops expertise in DHS regulations 

Perceives challenges as opportunities 

Results oriented – can manage a project to completion

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.

Vanderbilt is a community of talented and diverse staff & faculty!

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 through:

• Working and growing together as a community of communities... we are One Vanderbilt .
• Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

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.

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Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.