Overview
Administrative Assistant, Office of General Counsel Jobs in Nashville, TN at Vanderbilt University
Full Job Description
The Administrative Assistant is a part of the Office of the General Counsel at Vanderbilt University and supports the office and team by supporting Senior Director level leadership in Risk and Insurance Management and University Compliance Services. Core responsibilities include conference room scheduling, calendar management, project management, copy editing and formatting presentations, reports, memorandums and proposals and other administrative tasks, as needed.
The Office of the General Counsel (OGC) provides legal advice, risk advising, and services to all Vanderbilt University departments. The OGC commits to agile service delivery aligned with the university’s mission, priorities, and needs. All university legal matters, conflicts of interest and commitment, youth protection, internal audit, compliance services and risk and insurance management services are managed by the Office of the General Counsel.
Duties and Responsibilities
Leadership Support (Primary)
Schedule meetings and reserve space as requested.
Manage calendars of two senior director level staff within University Compliance Services and Risk & Insurance Management.
Providing calendaring, meeting scheduling and coordination, and editing documents and general project management.
Administrative Support (Primary)
Organize project and routine departmental documents.
Maintain recurring tasks and files including:
Reports
Professional development documentation
Meeting minutes
Project Schedules/Task Progress Reports
Manage project deadlines by reminding team members of upcoming deadlines, milestones etc.
Ensure that project/work unit related information is organized and accessible to team members and stakeholders; upload materials to document management system as needed.
Develop relationships with Vanderbilt staff to deliver well-organized outcomes; make meaningful contributions to and represent the Vice Chancellor and OGC appropriately and professionally.
Facilitate and encourage process improvements for the department.
Maintain a current understanding of technologies implemented in the OGC as well as university technologies; always striving to learn new skills and promote the capabilities of the technology.
Attend meetings and detail any action items to the appropriate resources post-meeting.
Director Level Support (Secondary)
Risk and Insurance Management
Support the director level positions in the Risk Management office, providing calendaring, meeting scheduling, coordination, and minutes as requested.
Assist in creating, sharing, and updating reports, memorandums, schedules of insurance, and presentations.
Conflict of Interest
Support the director and associate director of the Office of Conflict of Interest and Commitment Management (COI), providing calendaring, meeting scheduling and coordination, and editing documents and training presentations.
Assist with monthly University Conflicts Committee meetings, requesting and tracking RSVPs to determine quorum, taking notes at meetings, reviewing audio recordings, and transcribing draft minutes.
Assist with COI disclosure process, emailing non-compliant individuals or departments regarding late disclosures, and completing data entry of paper disclosure forms.
Youth Protection
Support the director providing calendaring, meeting scheduling, coordination, and minutes as requested.
Assist in creating, sharing, and updating scheduled and ad hoc reports f…
Title: Administrative Assistant, Office of General Counsel
Company: Vanderbilt University
Location: Nashville, TN
Category:
