It Office Assistant Jobs

Vanderbilt University Information Technology (VUIT) seeks an Office Assistant to serve our approximately 250-member team. Working at the VUIT reception desk, the Office Assistant serves as the initial point of contact for all visitors and callers, including university leaders, students, parents, faculty, staff, vendors, and other external visitors.

This assignment requires a detailed knowledge of the VUIT team's operations, procedures, and personnel as well as administrative professional skills proficiency. The ideal candidate will be experienced in handling administrative tasks and can work independently with little or no supervision. This person must be exceedingly well organized, and flexible, and enjoy the administrative challenges of supporting an office of diverse people and programs. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role.

About the Work Unit:

Vanderbilt University Information Technology is a division of the university whose mission is to provide world-class information technology to Vanderbilt University.

Duties and Responsibilities:

• Serve as VUIT receptionist, including answering and directing calls and greeting visitors
• Assist with incoming deliveries in the absence of the stock room manager
• Order drinks and coffee supplies for the office; responsible for ensuring an adequate supply of water, coffee, and other drinks for staff and guests.
• Handle confidential information which would have an immediate negative impact on the university's operations, performance, or value if shared beyond its intended audience.
• Sort incoming mail, handling each document in accordance with departmental policy and delivering to the appropriate department or staff member; retrieve mail from the campus post office as needed
• Maintain a secure office by ensuring the reception desk is staffed at all times and guests are escorted by their staff host; responsible for securing keys to Hill Center doors and cabinets
• Assist executive assistant with travel arrangements for VUIT leaders
• May be asked to assist with special projects including but not limited to
  • Organize and execute events to bolster the morale of VUIT staff. Tasks include scheduling events, considering the commitments of key leaders and the workload of the various teams; making food and other purchases within a pre-determined budget; setting up and cleaning up events; and managing volunteers as needed.
  • Order drinks and coffee supplies for the office; responsible for ensuring an adequate supply of water, coffee, and other drinks for staff and guests.
  • Assist executive assistant with travel arrangements for VUIT leaders
• Organize and execute events to bolster the morale of VUIT staff. Tasks include scheduling events, considering the commitments of key leaders and the workload of the various teams; making food and other purchases within a pre-determined budget; setting up and cleaning up events; and managing volunteers as needed.
• Responsible for training student workers or other staff that fill the receptionist role during daily breaks or time off.

Supervisory Relationships:

This position does not have supervisory responsibility, this position reports administratively and functionally to the Finance & IT Chief of Staff.

Qualifications:

• Professional attitude
• Adaptable - read cues and adapts accordingly; adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts
• Honest, with the highest personal and professional integrity
• Helpful nature - offers to help lighten the load for others in times of need; volunteers rather than waiting to be asked
• Dependable and punctual
• Meticulous attention to detail
• Upbeat, positive, outgoing, personable, and able to relate well with diverse populations
• Optimistic - is friendly, tirelessly cordial, polite, and genial. Comes to work with a good attitude
• Demonstrated ability to work in a team setting

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.

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.