Executive Assistant, Molecular Physiology and Biophysics

Vanderbilt University - Nashville, TN

Full-time - Entry Level

Nashville, TN

Educational Services

About the position

This position provides comprehensive administrative and business support to the Chairperson of the Department of Molecular Physiology and Biophysics, along with other faculty members and committees as requested. The role requires a high degree of independence and the ability to manage multiple tasks simultaneously, including scheduling and administrative support. The Executive Assistant must maintain respectful and professional relationships with departmental personnel and the broader Vanderbilt community. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook), Oracle, and website maintenance is essential, along with a willingness to learn new systems as needed. This position is based on campus and plays a crucial role in the operational success of the department. The Department of Molecular Physiology and Biophysics is recognized as one of the top physiology departments in the nation, known for its cutting-edge research and diverse techniques addressing significant biomedical questions. The Executive Assistant will be responsible for a variety of tasks, including managing the Chair's calendar, coordinating travel logistics, and facilitating faculty recruitment efforts. This includes handling position advertisements, travel arrangements, and creating visit itineraries. The role also involves scheduling and attending various departmental meetings, recording notes, and managing seminar logistics, including guest speaker arrangements and event planning for departmental celebrations. In addition to these responsibilities, the Executive Assistant will maintain departmental databases, perform routine updates to the department's website, and manage supply purchases and expense reconciliations. The position requires effective coordination with other administrative staff to ensure smooth departmental operations and may involve supporting research efforts as needed. The successful candidate will work on campus five days a week, contributing to the department's mission and supporting its faculty and students.

Responsibilities

• Communicate on behalf of the Chair with administrative offices and committees, faculty and personnel within the department, the Vanderbilt community, and external professional organizations.
• Maintain internal department faculty files.
• Manage the Chair's calendar and all aspects of travel logistics.
• Manage and communicate procedural requirements for submission of faculty appointments, re-appointments, and promotions.
• Support and manage faculty recruitment efforts, including position advertisement, travel logistics, and visit agenda/itinerary.
• Schedule and attend department faculty meetings, promotion and tenure review meetings, and leadership meetings, recording notes as necessary.
• Manage MPB Seminars, including Visiting Guest Seminars, Faculty Candidate Seminars, and special symposiums.
• Contact speakers and arrange hotel and travel logistics.
• Establish and finalize visitors' itineraries, including dinner(s) and lunch(es).
• Create and distribute seminar announcements.
• Reconcile expenses and reimbursements for travel expenses and speaker fees.
• Manage logistics and event planning for department celebrations and special events, including setup and cleanup.
• Maintain departmental databases (personnel, faculty, alumni, etc.).
• Perform routine updates of the department website (e.g., calendar & personnel listings).
• Purchase supplies and equipment, reconcile expenses, and initiate reimbursements as needed for the department.
• Problem-solve using appropriate resources.
• Coordinate effectively with other administrative staff in the department and the broader community.

Requirements

• Bachelor's or Associate's degree is preferred.
• At least five years of relevant experience is preferred, with additional related experience potentially substituting for required education.
• Strong interpersonal and communication skills, with the ability to work collaboratively with a diverse community.
• Skill in organizing resources and establishing priorities is strongly preferred.
• Experience at Vanderbilt University is preferred.

Nice-to-haves

• Experience with web site maintenance.
• Familiarity with Oracle software.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Professional development opportunities.
• Flexible scheduling options.