Program Coordinator

The Program Coordinator will report directly to the Administrative Officer and work closely with Department Chairs on the above matters.  This position will engage with a wide range of colleagues/coworkers (faculty, postdocs, students, and staff), in various areas/central offices.  The position requires a thorough understanding of University policies and procedures.  

Key Functions and Expected Performance:

Graduate Student Operations: 

• Hiring manager for graduate student payroll – processes stipends, TA pay and hourly assignments.
• Processes Graduate Award Forms (GAF) for central funding for tuition, health insurance, and fees.
• Processes Prize and Award Forms (PAS) for research and travel awards and prizes.
• Primary administrative oversight of graduate programs. 
• Serves as a point of contact for the Ph.D. program to both current and prospective students.
• Works closely with the Director of Graduate Studies (DGS), Graduate School, and students to track progress, schedule qualifying examinations and dissertation defenses, etc. 
• Assists incoming graduate students with necessary steps for enrollment and matriculation.
• Coordinates prospective graduate student recruitment. 
• Assists departments with SLATE graduate application system.
• Monitors graduate enrollment and helps prospective applicants with questions about the program and application process.
   

Event Coordination:

• Coordinate department events (seminars, workshops, conferences, recruitment, and other events).
  • event logistics, securing venues, arranging catering, managing event registrations, and processing honorarium and travel expense reimbursement payments to invited guest speakers.
• Manages/reconciles One Card.
• Guest Travel Coordinator for department guests and prospective graduate students.

Faculty Affairs: 

• Works closely with the Department Chairs and Administrative Officer on Faculty Affairs
  • Instructional Staff/Appointment/Reappointment requests using Redcap
  • Faculty recruitment
  • Faculty onboarding 
• Works closely with departments and OIS and ISSS to secure employment visas and assist faculty and students with visa matters. 

Other tasks: 

• Supervises the Program Specialist
• Additional duties as assigned.

Supervisory Relationships:

This position does have supervisory duties as direct supervisor of the Program Specialist. The position will report administratively & functionally to the Administrative Officer.

Education and Certifications:

• Bachelor's degree is necessary.

Experience and Skills:

• Two years relevant experience is necessary
• Excellent interpersonal written and oral communication skills are necessary.
• Ability to work both as a member of a team and independently
• Ability to use independent judgment and to manage / impart confidential information.
• Ability to analyze and solve problems in a time-efficient manner.
• Ability to plan, develop, and coordinate multiple projects with competing deadlines.
• Knowledge of academic student policies, processes, and procedures
• MS Office proficiency, Adobe Professional

Key Characteristics of a Successful Team Member:

• Adaptability
• Analytical and Detail-Oriented
• Creative Thinking
• Reliable
• Teamwork

At Vanderbilt University , 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, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is pro