Administrative Specialist; Temporary - Blair: Office Dean

Administrative Specialist (Temporary) - Blair:
Office of the Dean Job Description

Position Summary:

The Temporary Administrative Specialist provides short-term administrative and front-office support for the Blair School of Music. Reporting to the Assistant to the Dean, this role serves as the primary point of contact for visitors and external constituents and assists with daily operations within the administrative suite. Responsibilities include managing reception coverage, providing general administrative support, and assisting with routine projects as needed.

Strong communication, organization, and attention to detail are essential, along with the ability to follow University policies and procedures.

About the Work Unit:

Situated on Vanderbilt Campus in the heart of Nashville, TN, the Blair School of Music is a vibrant and fast-paced school at Vanderbilt University, focused on the personal and professional education of highly talented young musicians who demonstrate an exceptional capacity and motivation to shape our increasingly diverse and complex global century—through music, with music, and in music. The school has approximately 140 full and part-time faculty members and industry professionals who teach approximately 220 music majors, 650 Blair Academy students (comprised of pre-college and adult students) and 2,000 non-music Vanderbilt majors.

Manages traffic flow and greets and directs students, visitors, faculty, and delivery personnel to the Blair School of Music.

Manages the Blair main phone line with professionalism, responding to or delegating calls as appropriate.

Advises and assists faculty with operational questions and general office under the guidance of the Assistant to the Dean.

Completes projects on an as-needed basis, including filing, organizing, inventory, requesting orders, etc.

Assists faculty with scanning, copying and collation requests, as time permits.

Ensures general order and functionality of the work room and the faculty lounge are maintained, manages lost-and-found, and ensures that supplies are ordered as needed.

Assists Campus Print copiers at the School as needed, oversees copy paper supply and stock printers daily, troubleshoots and places maintenance calls when problems arise.

Manages general supply inventory in Faculty Lounge.

Receives and distributes mail/packages, assists with sending mail and packages (including coordinating instrument shipping), maintains Blair office mailboxes as new faculty and staff arrive and exit, receives/sends Fed Ex and UPS packages.

Works closely with the Assistant to the Dean and Associate Deans, as needed, on projects and weekly administrative tasks.

Creates and manages projects in REDCap to help support the functions of the school.

Assists with event setup and/or breakdown for school and Academy events as requested by faculty and staff.

Oversees the piano key sign-out process.

Other duties as assigned.

Education and

Certifications:

A high school diploma or GED is necessary.

An Associate or Bachelor’s degree from an accredited institution of higher education is preferred.

Experience and Skills:

Four years of relevant experience is preferred.

Consistently pleasant greeting style and friendly, helpful nature is necessary.

Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is necessary.

Ability to communicate effectively, both orally and in writing is necessary.

Being resourceful with great attention to detail is necessary.

Proficiency in Microsoft Office is preferred.

High level of professionalism is necessary.

Strong technical skills with comfort in learning new technology is preferred.

Excellent ability to organize and coordinate by being self-motivated is necessary.

Ability to maintain confidentiality of records and information is necessary.

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,…