The Administrative Assistant I is part of the grants team of Contract and Grant Accounting. This position will provide administrative and clerical support of grants and contracts management. This position will work in a dynamic team environment assisting in achieving the goals of the grants team and providing support to facilitate the effective management of post-award administration.
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university's students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for ‘happiest students’ - as well as #2 for ‘best quality of life’ and ‘great financial aid,’ #5 for ‘best run colleges’ and ‘beautiful campus,’ and #6 for both being in a ‘college city that students love’ and having ‘great campus/city relations.’
Key Functions and Expected Performances
Must be well organized, detail oriented, be able to multitask, prioritize, work under deadlines, have a positive attitude, and work well in a team environment
Ability to clearly and concisely communicate, written or verbally, with others internally and externally
Must have flexibility to complete non-routine assignments
Serve as back-up in the absence of office administrator
Prepare daily deposits of monies received for grants and contracts and record the deposits into the accounting system.
Copy and mail invoices internally and externally
Copy and mail reports internally and externally
Review and triage incoming requests and documentation to the appropriate grants team member
Send correspondence, clearly and concisely, on behalf of the grant team members
Maintain journal entry documentation and coordinate imaging of such documentation
Accurate filing of documents
Ensure grant folders are organized and readily accessible and assist in maintaining the archive system for grant folders
Assemble supply package for setup of new grants or contracts
Run reports for grants team
Provide additional support, including special projects, as needed.
Preferred education, skills and experiences
Basic knowledge of Microsoft Office suite: Word, Excel, Outlook, and Access
In addition to offering a lively community that encourages learning and celebrates diversity, VU offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview
Acceptance of Feedback – Ability to take constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
Adaptability – Ability to read cues and adapt accordingly. Ability to adjust style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo, and will need the help of others to do their job well, and that by helping others first, they will likely reciprocate.
Maturity -- Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct
Respect – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn't bring their own personal ‘little black clouds’ into the work environment.
Teamwork – Values teamwork and co-workers; make them feel valuable and important by acknowledging what they do. Doesn't expect from others effort that one is unwilling to do themselves. Find ways to complement other's strong suits.
Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn't push the burden of work volume or deadlines to others.
Honest and Transparent – Doesn't have hidden agendas. Doesn't play people against each other. Is authentic and forthright.
Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Be persistent. Can juggle multiple competing priorities simultaneously.
Internal Number: 1800162
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.