Administrative Coordinator - Dean's Office

Vanderbilt University; Nashville (TN); Hybrid; USD 40,000 - 50,000; Full time

Job summary

A prestigious higher education institution in Nashville is seeking an Administrative Coordinator for the Dean's Office. This entry-level role requires strong organizational skills and the ability to manage multiple administrative tasks, including faculty affairs coordination and project support. Candidates should possess a Bachelor's degree and be proficient in Microsoft Office. This full-time position primarily operates on-site with some potential for remote work.

Qualifications

• Knowledge of university operations is preferred.
• Strong judgment, discretion, and ability to handle confidential information.
• Proficient in records management.

Responsibilities

• Manage the lifecycle of faculty affairs processes.
• Coordinate high-profile project support and event planning.
• Provide administrative support to the Deans and Chief Operations Officer.

Skills

Interpersonal communication

Organizational skills

Analytical abilities

Project management

Discretional judgment

Education

Bachelor's degree from an accredited institution

Tools

Microsoft Office

REDCap

Interfolio

Adobe Professional

Job description

Administrative Coordinator - Dean's Office

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Position Summary

The Administrative Coordinator provides comprehensive administrative and operational support to the Deans within the College of Arts & Science, including the Senior Associate Deans for Faculty Affairs, Graduate Education and Research, and Academic Affairs. Reporting to the Faculty Affairs Manager, and indirectly to the Director of Faculty Affairs, this position plays a key role in supporting faculty and academic processes. The role requires strong decision-making abilities, sound judgment, and a thorough understanding of university policies and procedures. This is an on-campus position, with a minimum in-office presence of four days per week. One day of remote work may be available, subject to departmental needs.

About the Work Unit

The College of Arts & Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.

Key Functions and Expected Performance

• Faculty Affairs Coordination – Manage the full lifecycle of faculty affairs processes, including appointments, promotions, scholarly leaves, secondary appointments, resignations/retirements, visiting scholars, interns, and postdoctoral scholar administration.


• Project & Event Support – Coordinate high-profile projects such as graduate admissions preparation, award/grant administration, conference support, external reviews, and dignitary visits. Assist with event planning and execution.


• Administrative Excellence – Provide high-level administrative support to the Deans, Director, and Chief Operations Officer, including calendar management, meeting preparation, expense processing, and record management (FDD, FIS, BOX, REDCap).


• Training & Process Improvement – Develop and deliver training for faculty/staff on systems (e.g., REDCap, Interfolio) and continuously refine office processes for efficiency.


• Collaboration & Representation – Build strong working relationships across the University, maintain confidentiality, and represent the Dean’s Office with professionalism.


• Flexibility & Team Support – Serve as backup for faculty governance functions and other team roles. Provide front desk coverage and run campus/off-campus errands (reliable transportation required) as needed.

Supervisory Relationships

This position has no supervisory responsibility. It reports directly to the Faculty Affairs Manager and indirectly to the Director of Faculty Affairs.

Education and Certifications

• Bachelor's degree from an accredited institution required.

Experience and Skills

• Knowledge of university operations is preferred.


• Excellent interpersonal, written, and verbal communication skills.


• Strong judgment, discretion, and ability to handle confidential information.


• Exceptional organizational skills with attention to detail and accuracy.


• Strong analytical and problem-solving abilities.


• Proficient in records management.


• Skilled in planning, developing, and coordinating multiple projects simultaneously.


• Ability to work effectively both independently and as part of a team.


• Proficient in Microsoft Office (Word, Excel); Adobe Professional experience required.


• Experience with REDCap, Interfolio, and CoPilot a plus.

Additional Information

• Seniority level: Entry level


• Employment type: Full-time


• Job function: Administrative


• Industries: Higher Education