Overview
Administrative Specialist – English Department Jobs in Nashville, TN at Vanderbilt University
We are seeking a highly organized, detail-oriented, and dependable Administrative & Office Coordinator to join our team. This role supports the day-to-day operations of the business through administrative tasks, office management, oversees bookkeeper duties, and provides cross-functional support. We are open to both full-time and part-time candidates. The ideal candidate is a proactive problem solver with excellent communication skills who can manage multiple responsibilities with professionalism and efficiency. This position is 100% in-office and requires on-site presence.
Key Responsibilities:
Answer and route calls; respond to general inquiries
Greet visitors and clients in a professional and friendly manner
Manage email communications and internal correspondence
Order and maintain office supplies; oversee office equipment and vendor relationships
Handle mail, shipping, deliveries, scanning, and file management (both digital and physical)
Schedule and coordinate calendars, appointments, and travel arrangements
Prepare agendas, take meeting minutes, and support internal meeting coordination
Draft and format business correspondence, memos, and reports
Create and maintain spreadsheets, presentations, and internal documents
Basic bookkeeping
Support the onboarding of new employees and maintain internal records and directories
Act as a liaison between departments, vendors, and service providers
Assist with transportation bookings, catering orders, and general event or meeting logistics
Perform general data entry and assist with basic research to support team projects and decision-making
Support the sales team with administrative tasks, such as document organization and communication with vendors or clients
Collaborate cross-functionally to support ongoing company projects and initiatives
Other duties as assigned by leadership or as necessary for the success of the team
Requirements:
2+ years of experience in an administrative, office support, or bookkeeping role
Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace
Familiarity with QuickBooks Online software
Proficient in Mac OS
Excellent organizational and multitasking skills
Strong written and verbal communication abilities
High level of discretion, professionalism, and attention to detail
Valid driver’s license and reliable transportation
High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
Benefits:
Paid time off and Health, dental, and vision insurance options for full-time employees
401K
Job Types: Full-time, Part-time
Pay: $20.00 – $25.00 per hour
Schedule:
Monday to Friday
Application Question(s):
How familiar are you with Mac OS on a scale between 0 to 3
How familiar are you with Google Drive & Suite on a scale between 0 to 3
How familiar are you with Quickbooks Online on a scale between 0 to 3
Are you looking for Part-Time or Full-Time
Work Location: In person
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Title: Administrative Specialist – English Department
Company: Vanderbilt University
Location: Nashville, TN
