Senior Administrative Coordinator

The Senior Administrative Coordinator reports directly to the Chief of Staff for Finance and IT, providing high-level calendaring and comprehensive time management support to Vanderbilt University IT (VUIT)’s leadership team. This role entails full responsibility for coordinating multiple, complex calendars, performing advanced administrative duties, and supporting strategic meetings, events, and special activities with limited supervision.

About the Work Unit:

Vanderbilt University Information Technology is a human-centric organization that advances our university by delivering innovative solutions and frictionless experiences through collaboration.

VUIT's Administrative Support and Workforce Management team ensures smooth day-to-day operations for technical and business teams as they deliver IT products and services to the Vanderbilt community, enabling the university to fulfill academic and administrative business functions. By facilitating the development of VUIT strategic plans, resources, and initiatives, the team aligns directly with the Vanderbilt University Academic Strategic Plan and associated institutional priorities.

Duties and Responsibilities:

Calendar Management

• Coordinate and manage busy and shifting calendars for the VUIT leadership team, applying good judgment in determining priorities.
• Evaluate scheduling and information requests, presenting recommendations to leaders, as appropriate.
• Strategically plan leader schedules to preemptively accommodate meeting needs, travel times, and focused work periods, ensuring balanced and efficient use of time.

Administrative Support

• Develop and prepare comprehensive meeting materials, status updates, reports, and communications with minimal supervision.
• Attend meetings to take notes and manage follow-up items, as requested.
• Independently support leadership projects, including research and compiling data for high-stakes reports and presentations.
• Oversee travel arrangements, including booking flights, accommodations, and transportation, ensuring seamless travel experiences for leaders.
• Handle confidential information with the utmost discretion, safeguarding university operations and performance.
• Maintain an extensive understanding and interpretation of university policies and procedures, serving as a key departmental resource.
• Act as a primary contact point in the absence of other VUIT administrative support team members.

Meeting and Event Coordination

• Orchestrate and coordinate both in-person and virtual meetings, considering all logistical arrangements such as venue reservations, technology requirements, catering, and audio/visual setups.
• Support the execution of complex team and departmental events, social activities, and strategic meetings, ensuring all details are managed with expertise.

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports directly to the Chief of Staff for Finance and IT.

Qualifications:

• Bachelor’s degree or equivalent experience is necessary
• Office Administration, Administrative Professional (CAP), or similar certification is preferred.
• 5 years of relevant experience is necessary.
• Experience in Higher Education is strongly preferred.
• Work on site 3 to 4 days a week. May increase to 5 depending on business need. 
• Proven track record in managing complex executive-level calendars and meeting coordination is necessary.
• Exceptional attention to detail and superior organizational, time-management, and multitasking skills are necessary.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) is necessary.
• Outstanding verbal and written communication skills are necessary.
• Demonstrated professional demeanor with a high degree of tact, persuasion, and judgment in interactions with internal and external stakeholders is necessary.
• Unwavering ability to handle sensitive and confidential information with total discretion is necessary.
• Strong capability to work both collaboratively within a team and autonomously with minimal oversight is necessary.
• Positive and proactive attitude is necessary.
• Demonstrated commitment to VUIT’s Guiding Principles is necessary.

Information Technology’s Guiding Principles:

• Trust and Respect- VUIT cultivates a community built on trust, mutual respect, and inclusivity, where all members feel valued and supported. We prioritize honesty, dignity, empathy, and a willingness to listen and understand. 
• Professionalism- VUIT strives to maintain a culture of maturity, accountability, and integrity to best represent the University and self. Have a sense of humility and poise in your work and daily interactions.
• Collaborate- VUIT commits to being inclusive in solution design where we value sharing within and partnering across the university. We are intentional about including our colleagues and preventing silos. 
• Bias-to-Action- VUIT is seen as a changemaker by exhibiting a decisive, self-starter, take-action approach with a willingness to make decisions without excessive deliberation. Personal initiative is recognized as a key part of the creative process.
• Communicate- Communication (written, verbal and non-verbal), within and outside VUIT, is open, thoughtful, welcoming, clear, proactive, concise yet complete, always honest, and delivered kindly.
• Innovate- VUIT pledges to be bold and challenge the status quo by inspiring a culture of creativity that promotes growth and advancement for the university. 
• Celebrate Each Other- We are intentional in showing appreciation for the work of others by valuing and acknowledging meaningful contributions at all levels of the organization.
• Optimize- VUIT will practice continuous and thoughtful optimization of our solutions and services to increase our human and technological capacity. Capacity drives innovation.