NHS Human Services, Inc.

The Office Operations Assistant is a part of the Office of the General Counsel at Vanderbilt University and supports the entire OGC team via office operational excellence. The Office Operations Assistant is responsible for 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 (OGC) provides advice and services to all Vanderbilt University departments. The OGC 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. 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; sort any meeting conflicts

• Schedule meetings and reserve space as requested

• Complete any meeting set-up 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

• Contact Loews Engineering or housekeeping with any maintenance issues in the office; track the issue and ensue completion of issue

• Prepare the kitchen via the checklists at open and close of business

• Order office supplies and maintain organization of supply areas

• Fill copiers with paper; distribute mail

• Request electronics recycling pickup and surplus pickup; create tickets for phone and IT support as needed

• Maintain the AED machine by running required monthly testing and report to the manufacturer

Office Operations Support

• Answer the main office number promptly and politely, redirect callers to appropriate contacts; redirect to VUMC when necessary

• Greet all visitors and offer beverages; notify appropriate parties of arrivals; 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; make meaningful contributions to and represent the Vice Chancellor and OGC appropriately and professionally

• Facilitate, encourage, and suggest 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; be a specialist for meeting room set-up

• Attend staff meetings and detail any action items to the appropriate resources post-meeting; run the meeting agenda via Zoom and in the conference room

• Create and distribute a weekly OGC newsletter and announcement email. Office Managers will periodically give you material to distribute to the entire staff along with information of available CLE, webinars and other need to know information.

Qualifications

• A high school diploma is necessary

• A bachelor’s degree from an accredited institution of higher education is preferred

• At least three years of Office Operations experience is necessary

• Experience in a legal office is preferred

• Previous Office Operations experience with institutions of higher education or a corporation is preferred

• Outstanding interpersonal communication and collaborations skills to work effectively with a wide group of audiences including faculty, students, leadership, alumni, community groups, and law firms is necessary

• Utmost adherence to confidentiality and business ethics; demonstrated outstanding judgment and discretion is necessary

• Meticulous attention to detail is necessary

• Thorough working knowledge and expertise of Microsoft Office suite of products is necessary

• Demonstrated ability to work in a collaborative team environment is necessary

• Willingness to proactively support change and rapidly learn new skills when the situation demands is necessary

• Ability to take initiative, multi-task, get things done as the situation demands and work well under pressure is necessary

• Resourceful and resilient; comfortable operating in a challenging and modern business environment is necessary

• Honesty, with the highest personal and professional integrity is necessary

• Interest in broadening their knowledge of systems and processes to proactively increase their knowledge of law, operations, the OGC and Vanderbilt University to become a trusted advisor to the OGC team is strongly preferred

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, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.