Program Specialist - History Department

The Administrative Specialist is part of the History Department, in the College of Arts and Science, at Vanderbilt University, and is a key individual contributor responsible for managing the administration of the undergraduate program and daily departmental operations.  The primary responsibilities of the position include processing all forms related to the undergraduate program, coordinating undergraduate and departmental events, course scheduling, purchasing supplies, and booking travel. The Administrative Specialist reports directly to the Program Coordinator and works closely with the Department Chair and Director of Undergraduate Studies.  The position requires a thorough understanding of University policies and procedures. 

Duties and Responsibilities:

 

Handles the administration of the Undergraduate Program 

• Works closely with the Director of Undergraduate Studies (DUS).
• Processes major/minor declarations, advisor assignments, and other forms and inquiries such as independent study and grade changes. 
• Manages enrollment via PeopleSoft.
• Tracks the Honors Program (recruitment, applications, defenses).
• Assists with the completion of the SACS report for the undergraduate program
• Assists with annual updates to course catalog. 
• Maintains the student listservs

Course Scheduling

• Collects scheduling information for Undergraduate and Ph.D. program for each semester and summer
• Enters large complex schedule in CPI and YES (coordinating special cases such as cross-listings, eligibility for other majors, mezzanines, new courses, etc.)
• Updates course descriptions and maintains department archive of syllabi. 
• Manages classroom assignments and requests working closely with the Office of Academic Services

 

Administrative Duties

• Assists Department Chair with special projects and requests.
• Departmental Procurement and One Card purchasing contact and Guest Travel Coordinator
• Provides knowledge and support for Oracle users (faculty, staff, students).
• Coordinates department and undergraduate program events
• Assists with invited speakers and manages student seminar coordinators
• Responsible for plant operations, space and facilities, and rooms reservations for events and meetings.
• Hires and supervises undergraduate student workers. 
• Compile and decipher data as requested by Chair, DUS, and Administrative Manager.
• Updates information on Department website including new course descriptions, pages, publications, and faculty information.
• Other duties/projects assigned by the Administrative Manager

Supervisory Relationships:

The position has supervisory responsibility over student workers.  This position reports to the Program Coordinator of the History Department.     

 Education and Certifications:

• A Bachelor's Degree from an accredited institution of higher education is preferred.

Experience and Skills:

• Strong interpersonal written and oral communication skills is necessary.
• Demonstrated ability to work independently and collaboratively is necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• Ability to analyze and solve problems in a timely manner is necessary.
• Microsoft Office (including Word and Excel) and Adobe Professional proficiency is strongly preferred.
• Knowledge of University policies, processes, and procedures is preferred.

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 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 tha