Administrative Assistant II


Staff Human Resources

  • Staff recruitment
  • Coordinate advertisement

Human Resources

  • New hires
  • PMF processing
  • Maintain/update New Hire checklist
  • Onboarding and orientation (New Hire packet)
  • 6 mo evaluation/recommend increases where appropriate
  • Staff promotions
  • FMLA
  • Exempt Time Off Report
  • VPES
  • Coordinate all annual evaluations with DA
  • Ensure policy compliance
  • Annual salary letters

International support services (Vanderbilt International Services and International Tax --VISIT)

  • Maintain records and ensure timely processing
  • Visas
  • Permanent residency

Travel (Faculty, Staff, Graduate Students and Guest Travelers)

  • Make travel arrangements and book travel using FROSCH (flight, hotel, ground transportation, registration, etc.)
  • Prepare travelerís package for accumulating receipts and expense documentation (include pertinent policies and guidelines including waiver for car rental insurance, reimbursement policies, etc.)
  • Manage travel authorizations and travel expense reports
  • Develop and maintain tool for tracking authorizations/expense reports to ensure completion and/or reimbursement
  • Ensure compliance of expenses with department and institutional policies
  • Ensure reimbursement where appropriate (including Supersaver)
  • Coordinate with travelers/entities for international travel compliance
  • Export control
  • International Travel questionnaire
  • Foreign Travel Requests for charging to grants
  • Arrange and book travel for visiting guests and speakers
  • Prepare travel itineraries (flight, hotel, ground transportation and/or car service)
  • Coordinate with chair and faculty and prepare meeting itineraries for faculty/staff travelers, guests and visiting speakers
  • Ensure smooth transition between meetings

Event Planning and Execution

  • Coordinate recurring events, meetings, seminars and nonrecurring special events
  • Secure location/room reservations
  • Coordinate catering
  • Ensure appropriate A/V accessibility
  • Advertise internally and externally and invite per chair
  • E-mail
  • Hallway monitor
  • Flyers
  • University publications
  • Provide support during meetings as required
  • Ensure printing and provide handouts as needed
  • Monthly seminars
  • Secure presentation abstract
  • Secure speakerís CV
  • Quarterly events to include:
    • All Department meeting
    • Develop agenda (finalize with DA one week in advance of meeting)
    • Provide tech support during meeting
    • Secure presentation on departmental research and upload presentation to Wiki
  • Annual events to include:
    • Regression Modeling Strategies (RMS) course * Maintain website for registration * Invoice for payment from registrants * Receive and deposit payments
    • Supervisor Retreat
    • Business-Admin Retreat
    • MS Retreat coordinated with MS Biostatistician
    • Fun committee coordinated with CQI point person
    • Student Welcome party
    • Holiday/Winter celebration
    • Past nonrecurring events (examples):
    • Department 5 year celebration
    • Chairís milestone birthday celebration


* Other Support back-up * Biosketch back-up
Topic revision: r8 - 03 Feb 2014, NanaKwarteng

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