Administrative Coordinator, Buttrick Hall (A&S)

Vanderbilt University
Nashville, Tennessee, United States

The Administrative Coordinator is located in Buttrick Hall in the College of Arts & Science at Vanderbilt University. The Administrative Coordinator is responsible for event support and programming, and, managing undergraduate student functions such as course scheduling and enrollment within Buttrick Hall. The Administrative Coordinator will report directly to the Administrative Manager and will engage with a wide range of colleagues/coworkers (faculty, postdocs, students, and staff), in various areas/central offices. This role requires problem-solving skills and the ability to take responsibility for the success of various tasks and projects. The position requires a thorough understanding of university policies and procedures.

About the Building:

Buttrick Hall is comprised of seven departments including African American & Diaspora Studies, American Studies, Asian Studies, Cinema & Media Arts, European Studies, Gender & Sexuality Studies, and Jewish Studies. Buttrick Hall has many full-time faculty members that teach an array of courses, and work extensively on research projects. The Departments host several lecture series with prestigious guests through the academic year, as well as various workshops and seminars

Duties and Responsibilities (Expected Performance):

Financial (30%): 

  • Assist Administrative Manager with budget needs for Buttrick Hall programs and departments.   
  • Departmental One Card purchasing contact
  • Process all procurement purchases and payments:
    • Professional Service Agreements
    • Honorariums to guests
    • Catering and other agreements
    • Reimbursements to non-employees

Events (30%):

  • Plan and coordinate on-campus and off-campus events for Buttrick Hall programs: 
    • Coordinate events for department guest speakers, lecture series, and symposiums.
    • Book travel for guests and arrange itineraries (ground transportation, meals, meetings etc.)
    • Process reimbursements and honorariums for visiting speakers.
    • Advertise events (posters, listserv announcements, calendar updates etc.)
    • Work with Event Services and make room reservations

Employee Management: (20%)

  • Assist in the hiring, supervision, and development of administrative personnel including workflow management and annual performance evaluations.
  • Serve as the Line Manager for staff.
  • Work closely with HCM Specialist on hiring, payroll, and performance issues.

Faculty Affairs (10%): 

  • Assist with faculty affairs processes including faculty appointments and reappointments. 
  • Faculty recruiting.
  • Assist Administrative Manager with faculty visas. 
  • Attend departmental faculty meetings and keep minutes. 

Other (10%):

  • Problem solve.
  • Additional duties as assigned.

Supervisory Relationships:

This position has supervisory duties over an Administrative Specialist in Buttrick Hall. The position will report administratively & functionally to the Administrative Manager.

Education and Certifications:

A Bachelor's Degree from an accredited institution of higher education is preferred.


  • At least two years of directly related experience is necessary.
  • At least four years of directly related experience is highly preferred.
  • Strong organizational & analytical skills are required.
  • Resourceful and detail-oriented skills are required.
  • Excellent interpersonal written & oral communications skills are required.
  • Microsoft Office proficiency (including Word and Excel) and Adobe Professional is necessary.
  • Ability to analyze problems and to develop effective solutions in a timely manner is necessary.
  • Demonstrated ability to take responsibility for projects, and to work independently and collaboratively is necessary.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are.  We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.