Office Manager, Equal Access

The Office Manager is a key individual contributor responsible for administrative support within the Office for Equal Access. The Office for Equal Access includes the work of the Equal Opportunity and Access, Student Access, and Title IX offices in the Division of Administration. Through these offices, Equal Access leads Vanderbilt’s effort to assure the university is a community free from barriers to participation in its programs and activities.

Equal Access responds to reports of discrimination, harassment, and retaliation, as well as providing accommodations necessary to assure access for community members.

This position supports smooth operation of both the physical space and the teams in one of two Office for Equal Access locations. The Office Manager engages with visitors to the office and with Vanderbilt students, faculty, staff, and external constituents who connect with the office virtually or by phone. In addition, the Office Manager formats, proofreads, and redacts reports, agreements, and correspondence for the Equal Access teams.

The Office Manager reports to the Director of Administration.

Duties and Responsibilities

• Provide administrative support, including answering telephones, assisting visitors, and triaging administrative issues.

• Schedule meetings across multiple calendars to assure timely completion of core office functions.

• Coordinate logistical arrangements for meetings including space reservations, catering (if required), audio/visual needs, and equipment set up. Rescheduling locations as meetings move and proper notification for meeting attendees.

• Maintain accurate and complete records, update websites, and create reports from case management database.

• Coordinate with team members to assure accurate data collection, curation, and reporting.

• Manage office communications, including physical and electronic mail.

• Arrange travel including airline and hotel reservations, ground transportation arrangements, and expense reports.

• Review and facilitate requests for interpreters, translations, and temporary, mobility-related accommodations.

• Requisition supplies, printing, promotional materials, and other services.

• Maintain optimal office space, including oversight of common areas.

• Prepare, edit, and distribute meeting agendas and minutes.

• Format, proofread, and redact reports, agreements, and correspondence.

• Additionally, undertake any other responsibilities as needed.

Qualifications

• A high school diploma or equivalent is required.

• A Bachelor’s degree from an accredited institution of higher education is preferred.

• At least two years of related work experience in office administration is required.

• Strong customer service skills are required.

• Thorough working knowledge of the full suite of Microsoft Office products is required.
• Knowledge of case management processes, particularly in equity-related fields, is preferred.
• Strong verbal and written communication skills are required.
• Strong proofreading skills are required.
• Attention to detail is required.
• Experience with redaction tools is preferred.

• Strong professional integrity and the ability to maintain the privacy of information is required.

• Experience working with a diverse population is strongly preferred.