Part-Time Administrative Specialist, Graduate Education Ops

Vanderbilt University; Nashville (TN); On-site; USD 25,000 - 33,000; Part time

Job summary

The Administrative Assistant at Vanderbilt University provides essential operational support to the Office of the Vice Provost for Graduate Education and Growth Initiatives, covering front desk, reception, and meeting setup while maintaining strong organization and attention to detail.

Responsibilities include coordinating conference room scheduling, processing travel reimbursements, managing email and mail, and supporting multiple units across the Graduate Education portfolio in a fast-paced

Qualifications

• Bachelor's degree from an accredited institution is required.
• Part-time availability (~30 hours/week) for up to 6 months.
• Experience in administrative or office operations preferred.
• Strong organizational skills and attention to detail in a fast-paced environment.
• Experience with financial processes, budgeting, and reimbursements is a plus.

Responsibilities

• Provide front desk and phone line coverage, greet visitors, and route inquiries.
• Monitor shared departmental email and mail; submit work orders for maintenance.
• Coordinate conference room scheduling and meeting setup; arrange AV and catering.
• Document attendance, take minutes, and track follow-up items.
• Assist with travel reimbursements and other departmental expenditures.
• Support multiple units within Graduate Education as needed.

Skills

Front desk

Phone support

Email management

Meeting setup

AV coordination

Catering coordination

Minutes taking

Travel reimbursements

Budgeting

Education

Bachelor's degree

Tools

Microsoft Office

Job description

The Administrative Assistant at Vanderbilt University provides essential operational support to the Office of the Vice Provost for Graduate Education and Growth Initiatives, covering front desk, reception, and meeting setup while maintaining strong organization and attention to detail.

Responsibilities include coordinating conference room scheduling, processing travel reimbursements, managing email and mail, and supporting multiple units across the Graduate Education portfolio in a fast-paced