Office Assistant - Temp

Position Summary

The office assistant is part of the Office of Undergraduate Education in Residential Colleges at Vanderbilt University and is a key individual contributor responsible for giving essential administrative assistance in the office. This position works closely with all staff members in the office, giving high level support in day-to-day operations to the team, reporting directly to the administrative manager.

The office assistant is responsible for supporting daily office operations, ensuring the workplace runs smoothly and efficiently. This role involves handling administrative tasks, managing office inventory, greeting visitors, and providing general support to staff.

About the Work Unit Residential Colleges is a cornerstone of Vanderbilt’s approach to undergraduate education, intentionally linking academic life with residential education to support student learning, discovery, and growth. Aligned with the goals of the Provost’s Office of Undergraduate Education, the colleges create environments where intellectual engagement extends beyond the classroom and becomes a natural part of daily life. These communities bring students and faculty together in shared spaces that encourage thoughtful dialogue, interdisciplinary exploration, creative inquiry, and a strong sense of belonging. Through academic programs, faculty led discussions, research-oriented experiences, and opportunities for reflection and mentorship, students are supported in developing their academic identities throughout their undergraduate careers.

Residential Colleges partners with faculty, staff, and programs to integrate academic enrichment with holistic student development. This collaborative and community centered model ensures that students have frequent and meaningful opportunities to engage with faculty, explore ideas, build connections, and contribute to the vibrant intellectual life of the university.

About the Provost’s Office of Undergraduate Education The Provost’s Office of Undergraduate Education (OUE) advances Vanderbilt’s academic mission by supporting more than 7,200 undergraduate students in pursuing rigorous and inquiry-driven learning experiences. OUE collaborates closely with faculty and academic units to develop and sustain programs that promote undergraduate research, scholarly engagement, global learning, and other high impact academic practices that extend beyond the classroom. Through strategic coordination of curricular and co-curricular academic initiatives, including Immersion Vanderbilt, study abroad, and faculty driven academic programming, OUE ensures that students have access to meaningful opportunities for intellectual growth and discovery. By aligning resources, services, and academic support structures, OUE strengthens the undergraduate academic experience and fosters a community committed to learning, curiosity, and academic excellence.

• Key Functions and Expected Performance
• Staffing the front desk and answering phone calls
• Assist with filing, shredding, scanning, as well as general office organization
• Assist with preparations for events when necessary
• Commitment to work summer 2026
• Able to commit to approximately 10 hours per week; not to exceed 15 hours per week
• Regularly scheduled office hours, may include some standing evening/early meetings
• During peak periods and major events, hours may be less regular and include nights/weekends
• Develop skills in administrative task management
• Broaden understanding of administrative operating structure at the university
• Other duties as assigned

• OUE Divisional and Institutional Responsibilities
• Contribute to the broader mission and objectives of OUE and the university by serving on divisional and institutional committees, task forces, and working groups
• Actively participate in divisional initiatives including professional development workshops, OUE meetings and events that strengthen community and shared purpose
• Maintain a working knowledge of relevant university policies, procedures, and systems to support efficient, responsible, and effective operations
• Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities across OUE
• Stay informed and utilize emerging tools, technologies, and practices, including the artificial intelligence (AI), to enhance and streamline academic and administrative processes that benefit OUE
• Perform other work-related duties as assigned

Supervisory Relationships This position does not have supervisory responsibility; this position reports administratively and functionally to the administrative manager.

Education and Certifications

A high school diploma is required.

• Experience and Skills
• Outstanding organizational skills, including ability to prioritize, and carry out multiple assignments independently and in a timely fashion is necessary
• Experience working in an office setting is preferred.
• Ability to communicate with students, faculty, staff, and community members in a manner that promotes dialogue and understanding is necessary.
• Ability to collaborate with others in a team environment is necessary.
• Ability to utilize current technology and social networking is preferred.
• Working knowledge of Microsoft Word, Excel, Power Point, Canva is preferred.

At Vanderbilt University [http://www.vanderbilt.edu] , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville [https://www.nashville.gov/], Tennessee, on a 330+ acre campus and arboretum [https://www.vanderbilt.edu/trees/] dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

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.