The Administrative Assistant II is part of the American Economic Association within the College of Arts and Science at Vanderbilt University and is a key individual contributor responsible for program administration of the Committee on the Status of Women in the Economics Profession (CSWEP) and implementation of CSWEP activities and initiatives as directed. The work involves considerable problem solving, logistical organization, excellent verbal and written communication skills, and the ability to effectively manage multiple priorities. The Administrative Assistant II will also have responsibility for other AEA activities including tasks such as membership and subscription enrollment, answering phones and general office duties.
About the Work Unit:
Once composed primarily of college and university professors in economics, the American Economic Association (AEA) now attracts 20,000+ members from academe, business, government, and consulting groups within diverse disciplines from multi-cultural backgrounds. All are professionals or graduate-level students dedicated to economics research and teaching.
Key Functions and Expected Performance:
§Administratively supports CSWEP's three annual Board Meetings, including: scheduling; agenda and materials preparation; serving as scribe and drafting the minutes. Maintains and drafts at the direction of the Board CSWEP supporting files, such as policies, procedures and archives.
§Oversees the distribution of and data collection for CSWEP's Annual Survey tracking the status of women in the economics profession, including: creation of survey documents; maintenance of departmental contact data; response tracking; departmental follow-up and editorial assistance for the Annual Report.
§Serves as Assistant Editor for the CSWEP News, published tri-annually. Works with the Organizing Editor and Chair to organize and edit copy; drafts CSWEP copy and renders all copy as per print specifications; acts as liaison with the graphic designer and printer; makes design suggestions and improvements as needed; and distributes digital and hard copies.
§Attends the Annual AEA Meeting, providing advance planning, logistical and administrative support for all CSWEP Activities, including the Board Meeting and Dinner, Mentoring Breakfasts, Business Meeting, Paper Sessions, Roundtables and Hospitality Suite.
§Works with the Chairs of CSWEP Paper Sessions at the Annual AEA/ASSA Meetings, serving as point person for advertising the Call for Papers, processing paper submissions, committee and participant correspondence, handling publishing of sub-set of papers in the American Economic Review, and logistical set-up of sessions with the AEA.
§Works with the CSWEP Board's Communications Committee and the AEA Web Coordinator to update content at cswep.org.
§Maintain CSWEP's internal contact database, including making and implementing recommendations for streamlining existing databases into a single online platform. Work with IT staff at the AEA to maintain CSWEP's AEA subscriber interface.
§Work with the AEA Senior Accountant to track and reconcile the CSWEP Operating Budget and Award Accounts. Maintain internal CSWEP budget spreadsheets, providing budgetary information and recommendations as requested by the CSWEP Chair and Board. Support the CSWEP Chair in yearly budget request(s) to the AEA.
§Provide administrative support for the Bennett Prize and the Bell Award including: advertising; processing of nomination packets; attending committee meetings; correspondence with nominators, committee members and winners; and production of related materials, such as press releases, web copy, winner plaques, and a program for the awarding ceremony at the Business Meeting.
§Provide support to the Economics Summer Fellows Program such as advertising, web copy, application processing and correspondence.
§Develop plan to communicate newsletter content, upcoming conferences and other CSWEP activities on social media platforms.
§Other tasks as assigned by the CSWEP Chair or the CSWEP Board and AEA Director of Finance and Administration.
§Process membership and subscription enrollments.
§Provide back up support for general office activities such as answering phone, opening mail, checking email as needed.
This position does not have supervisory responsibility; the position reports administratively and functionally to the AEA Director of Finance and Administration.
Education and Certifications:
A High School Diploma or GED is necessary. An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.
Experience and Skills:
At least three years of directly related experience is strongly preferred.
Ability to multitask, prioritize, edit and perform other office related responsibilities is strongly preferred.
Ability to problem solve and provide logistical organization is strongly preferred.
Excellent verbal and written communication skills are preferred.
Ability to effectively manage multiple priorities is preferred.
Experience in database management, copy drafting and, editing is preferred.
Experience in events organization, budget tracking and projection, social media and communication/public relations is preferred.
Familiarity with File Maker Pro, Eventbrite.com, Wordpress and HTML code is preferred.
Ability to exercise judgment and initiative in interpreting Board policy and developing supporting procedures is preferred.
Ability to work with highly confidential information under general, rather than specific, direction is preferred.
Key Characteristics of a Successful Team Member in this Work Unit:
§Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
§Responds Promptly – When emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
§Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that ‘knowledge is power’ is less effective than ‘sharing knowledge is power.’ Asks for advice, and considers it thoughtfully.
§Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
§Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.
General Characteristics of a Successful Vanderbilt University Staff Member:
§Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
§Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
§Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
§Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
§Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don't know what someone does, it doesn't mean they're not doing anything.
§Believes – Believes in the work being done and in the importance of the organization's mission.
§Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
§Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
§Honest and Transparent – Doesn't have hidden agendas. Doesn't play people against each other. Is authentic and forthright.
§Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
§Maturity – Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct
§Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
§Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
§Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn't bring their own personal ‘little black clouds’ into the work environment.
§Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
§Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, ‘pretend your children are watching’ how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
§Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
§Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn't push the burden of work volume or deadlines to others.
§Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
§Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
§Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn't expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other's strong suits.
Works through Issues – Recognizes that the work is about successful outcomes. If things aren't going well, outcomes suffer. Is willing to have crucial conversations if things aren't going well.
Internal Number: 1801363
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.