Academic & Educational Support Program Coordinator, Engineering Student Services

Position Summary:
The Academic & Educational Support Program Coordinator is part of the Office of Student and Academic Services (OAS) at Vanderbilt University School of Engineering. This position will provide administrative support for this area. Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to office operations. The position will function with a high degree of understanding of university life, policies, and procedures.

The Office of Academic Services is the engineering school's resource for undergraduates with questions related to registration for courses, application of transfer credit, dropping or adding major/minor programs, academic support services such as tutoring, and academic advising. This office also assists incoming students (both first-year and transfer students) with registration.

This position would be in-person during fall and spring semesters; remote and/or hybrid work is possible during periods when students are not on campus.

About the Work Unit:
The Vanderbilt School of Engineering is internationally recognized for the superior quality of its research and education programs in selected fields of engineering. The school prepares students to become leaders and innovators in solving increasingly challenging and significant problems.

The school strives to meet the undergraduate education portion of its mission by offering these degree programs in fields of engineering relevant to the needs of society. An objective of these programs is to provide a technical education integrated with strong humanities, fine arts, and social sciences subject matter to provide the requisite foundation for lifelong learning. The availability of second majors and minors in subject areas in other schools and colleges of the university increases opportunities for engineering students to enhance their education by pursuing studies in the non-technical disciplines.

Key Functions and Expected Performance:
• Serve as administrator for the Office of Academic Services (30%)
          o Serve as administrator for high student traffic office, offering guidance and making relevant referrals to students, faculty, and staff
          o Manage OAS office email, telephone, physical mail, and staff calendars
          o Coordinate procurement for OAS by executing purchasing and other financial transactions for office and maintaining the OAS office OneCard
          o Coordinate classroom reservation requests for the School of Engineering
          o Collaborate with graduate student assistants to maintain consistent and efficient office coverage
• Support VUSE Curriculum Committee (20%)
          o Organize committee meetings
          o Collect and circulate motions presented to the Curriculum Committee, Administrative Committee, and VUSE Faculty
          o Attend all meetings at which school-level curricular motions are considered and track amendments and votes
          o Maintain archive of all actions made on curricular motions
          o Assist with entering approved curricular changes into Kuali system for accurate catalog and course listings
• Coordinate and execute academic processing for undergraduate students in the School of Engineering (20%)
          o Serve as primary processor for academic transactions submitted to the OAS, including class withdrawals, special enrollments, major and minor declarations, and FERPA authorizations
          o Assist with critical OAS functions, including academic schedule build, compilation of instructional report, and end-of-semester actions.
          o Archiving of academic transaction in digitized student records
      ��   o Produce certification letters for students applying to study elsewhere or seeking employment
• Support VUSE Undergraduate Student Advising (20%)
          o Assist with planning and co-present at academic events, workshops, and meetings
          o Mentor a small caseload of undergraduate students through the Academic Mentoring and Required Leave of Absence programs
          o Offer dedicated support for interested Intra-University Transfer students by promptly addressing inquiries, delivering joint presentations, and holding short meetings when requested
          o Assist in monitoring the academic progress of undergraduate engineering students
• Collaborate with Engineering Hub colleagues, particularly in the Office of Student Success, on marketing and social media engagement efforts (5%)
          o Develop engaging visuals and graphics using Canva or similar program
          o Maintain an active Instagram presence, creating and scheduling posts that align with programming and undergraduate academic calendar
• Organize special events and projects for the Offi