Office Operations Assistant Job at Vanderbilt University in Nashville

Overview

Nashville, TN (Vanderbilt Area area) | United States

USD Negotiable • 35 Job Views • col-wide

Job Description

Office Operations Assistant from Vanderbilt University, located in Nashville, TN (Vanderbilt Area). This role is in the Administrative field and requires a Bachelor Degree; job vacancies have been opened and published up to the specified time.

Responsibilities

The Office Operations Assistant is part of the Office of the General Counsel (OGC) and supports the entire OGC team through office operational excellence. Responsibilities include greeting clients and guests, answering the main phone line, conference room scheduling, ordering supplies, kitchen duties, sorting incoming/outgoing mail, office plant management, office maintenance management, and providing back-up support for the OGC Operations Team.

The Office of the General Counsel provides advice and services to all Vanderbilt University departments and commits to agile service delivery aligned with the university's mission, priorities, and needs. The OGC teams encompass Legal, Compliance, Risk and Insurance Management and Operations, and this role will be part of the Operations Team.

Cover letter and resume must be submitted to be considered.

Duties and Responsibilities

Calendar Management

• Maintain conference room schedules; resolve scheduling conflicts
• Schedule meetings and reserve space as requested
• Complete meeting setup as requested
• Assist with the OGC out-of-office calendar

Information/File Management

• Archive files for the OGC as requested, adhering to OGC knowledge management
• Assist with scanning requests from the OGC team

Office Management

• Coordinate with Loews Engineering or housekeeping for maintenance issues; track and ensure completion
• Prepare the kitchen using open/close checklists
• Order office supplies and maintain organization of supply areas
• Fill copiers with paper; distribute mail
• Request electronics recycling and surplus pickups; create tickets for phone and IT support as needed
• Maintain the AED machine by performing monthly testing and reporting to the manufacturer

Office Operations Support

• Answer the main office number promptly and redirect callers appropriately; route to VUMC when necessary
• Greet visitors, offer beverages, notify appropriate parties of arrivals, and issue parking validation when authorized
• Conduct campus errands and hand-deliveries as requested
• Create metered mail forms as requested
• Develop relationships with Vanderbilt staff to deliver well-organized outcomes; represent the Vice Chancellor and OGC professionally
• Facilitate process improvements for the department
• Maintain current understanding of technologies used in the OGC and university; be a specialist for meeting room setup
• Attend staff meetings and summarize action items; manage meeting agendas via Zoom and in the conference room
• Create and distribute a weekly OGC newsletter and announcement email; distribute CLE, webinars, and other information as needed

Qualifications

• High school diploma required
• Bachelor’s degree from an accredited institution preferred
• At least three years of Office Operations experience required
• Experience in a legal office preferred
• Experience in higher education or corporate settings preferred
• Excellent interpersonal communication and collaboration skills for working with faculty, students, leadership, alumni, community groups, and law firms
• Confidentiality and high ethical standards; strong judgment and discretion
• Meticulous attention to detail
• Proficiency with Microsoft Office suite
• Ability to work in a collaborative team environment
• Willingness to learn new skills and support change
• Ability to take initiative, multi-task, and perform under pressure
• Resourceful, resilient, and comfortable in a dynamic environment
• Honesty and integrity
• Interest in expanding knowledge of systems and processes to support the OGC and Vanderbilt

Vanderbilt is a community of talented and diverse staff & faculty!

At Vanderbilt University, our work serves a noble mission. Located in Nashville, Tennessee, on a 330+ acre campus, Vanderbilt has been recognized as a top employer. We encourage applicants who want to learn and grow professionally with an employer that values opportunity and development.

Commitment to Equity, Diversity, and Inclusion

Vanderbilt is an equal-opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. Pre-employment background checks may be required.

Keywords: Nashville jobs

Closed Date: 2025-10-19