Administrative Specialist

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.

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. 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.

Position Summary:

The Administrative Specialist supports the International Experiences and Global Learning office at Vanderbilt University by managing financial operations, providing exceptional customer service, and ensuring smooth administrative processes. This role requires professionalism, critical thinking, and the ability to handle multiple priorities in a collaborative environment.

Key responsibilities include processing accounts payable for study abroad providers, maintaining accurate financial records, managing inquiries and walk-ins, enrolling students in international health insurance, and supporting departmental purchasing and process improvements. The Specialist also collaborates with university departments, ensures compliance with policies, resolves financial issues, and contributes to special projects to advance the office’s goals.

This position plays an essential role in facilitating international education programs, fostering student success, and enhancing operational efficiency.

About the Work Unit:

The office, reporting to the Senior Director of International Experiences and Global Learning, oversees a transformative initiative stemming from Vanderbilt’s Academic Strategic Plan. This initiative ensures that each undergraduate student engages in a mentored experiential opportunity both inside and outside the classroom, culminating in a tangible final project. These experiences span diverse areas such as internships, community engagement, musical composition, and undergraduate research. Through these opportunities, students are empowered to explore their passions, turn ideas into action, and make a meaningful impact on the world.

Dedicated to preparing students for global citizenship, the team facilitates innovative, high-quality experiential learning opportunities that align with Vanderbilt University’s commitment to academic excellence, global engagement, and community service. The Administrative Specialist will play an integral role within this dynamic group, working closely with colleagues and collaborating with faculty and staff across campus to advance the office’s mission.

Key Functions and Expected Performance:

• Financial and Accounts Management: Process accounts payable for study abroad providers in collaboration with college finance officers to ensure accurate charging and account reconciliation. Assist the Financial Unit Manager in tracking aging payables, resolving payment delays, and addressing vendor conflicts. Manage student receivables, including account adjustments, monthly billing, refunds, and customer service. Maintain departmental financial records, track spending, research discrepancies, and ensure compliance with university policies.
• Customer Service and Communication: Serve as a point of contact for the Study Abroad shared inbox and walk-in inquiries, delivering warm and professional service. Enroll students in international health insurance plans and ensure timely dissemination of policy information. Provide guidance on Vanderbilt procedures to billing contacts and maintain effective communication with internal and external stakeholders.
• Administrative and Operational Support: Oversee departmental purchasing, including procurement card management and office supply requisition through Oracle Cloud. Maintain organized filing systems and handle administrative tasks such as document preparation, membership renewals, and correspondence. Assist with process improvements by developing and documenting business procedures and offering recommendations for system enhancements.
• Collaboration and Compliance: Work closely with university departments to enhance service quality and knowledge transfer. Ensure privacy compliance under FERPA and maintain a thorough understanding of Financial Aid policies to support effective collaboration between the Office of Student Accounts and Financial Aid.
• Critical Thinking and Problem-Solving: Investigate and resolve issues related to financials and student accounts using critical thinking and sound judgment. Communicate findings to management effectively and support decision-making processes.
• Special Projects and Additional Duties: Provide notary services for visa applications, assist with special projects, and take on additional responsibilities as needed. Regularly engage in self-assessment and performance reflection to contribute to the overall success of operations.
• Complete special projects and other duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Senior Director, International Experiences and Global Learning. 

Qualifications:

• A high school diploma or GED and five years of relevant experience, or an equivalent combination of education and experience, is required.
• A bachelor’s degree is strongly preferred.
• The ability to handle confidential material and maintain confidential communications is necessary.
• Demonstrated experience working in a team-oriented environment is necessary.
• Excellent organizational, communication, and time management skills are necessary.
• The ability to prioritize and effectively multitask is necessary.
• Strong written and verbal communication skills are necessary.
• Strong interpersonal and phone skills are necessary.
• The ability to work quickly and accurately under pressure is necessary.
• A high level of professionalism and maturity is necessary.
• Proficiency with Microsoft Excel, Word, and Outlook/Office 365 is necessary.
• Proficiency with Oracle Cloud is preferred.
• Demonstrated aptitude for administrative detail and database management is strongly preferred.
• Previous experience on a university campus, particularly in a study abroad office, is preferred.
• Experience living, studying, and/or working abroad is preferred.