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Vanderbilt University Program Assistant, Executive MBA Program, Owen Graduate School of Management in Nashville, Tennessee

Program Assistant, Executive MBA Program, Owen Graduate School of Management (Job Number: 1901247)


The Program Coordinator is an integral part of the Executive MBA Program Team of the Owen Graduate School of Management at Vanderbilt University and serves as both the first point of contact for working professional MBA students while serving as a key individual contributor ensuring seamless execution of multiple complex priorities including recruiting, admissions, program delivery and student services. Reporting directly to the Executive Director, the Program Coordinator works in a support role with the Executive MBA team, Shared Services, Academic Programs, and Marketing/Communications.

The Program Coordinator for the Executive MBA program is the first face and voice of the program serving as a receptionist to welcome potential applicants and other visitors to the Executive Programs office suite. The Program Coordinator serves as the General Office Operations Manager, Recruiting and Admissions, and Student Services support. During the recruiting season (November – June) the significant portion of the workload is Recruiting and Admission support including maintaining inquiry data and applicant records, managing recruiting activities and events, ensuring admissions information and communications are accurately maintained in and communicated through the Slate CRM. Throughout the year the role serves as the primary support of Student Services and General Office operations.

The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allow us to interact with students, faculty, alumni, and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture – one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today’s connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves. The Executive MBA program recruits and provides student services for approximately 100 working professional students who are balancing work, family and personal obligations. The program offers two distinct year-2 tracks, Executive Edge and Global Immersion. Team members must serve as representatives of the university, with frequent evening and weekend work hours and substantial travel. The EMBA Team delivers academic and student services on a personal scale. The team is small, hard-working and collaborative managing multiple internal and external priorities, working closely with prospective and current students, faculty, alumni and other key stakeholders.

Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific

role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on organizational and operational needs.

Key Functions andExpected Performance

Office OperationsManager

  • Oversees EMBA officeactivities managing up to 120 working professional students year-roundincluding email and calendar management, correspondence, travel, etc.

  • Serve as the primarysupport for the Director of EMBA recruiting and the Directors of EMBA and AMBAStudent Services, including applicant, prospect and student mailings, guestlists for events, and other secretarial support.

  • Event management forrecruiting events including calendaring, and attendee registrations andattendance tracking.

  • Manage inventory, orderand restock supplies. Maintain the condition of Suite 100 (office reception andsupply areas), and the Executive Lounge including office and catering supplies,beverages and snacks, one-off custodial arrangements, facility management, etc.

  • Manage VU OneCard inaccordance with Vanderbilt University policy and thoroughly track expenses toensure that all expenses align with preset budget.

Frontline Receptionist

  • Serve as the public faceto the Executive MBA office by welcoming guests, students, faculty and staff bymaintaining a professional presence and exhibiting high-level customer service

  • Requires preeminentorganizational and process skills with working closely with business executiveswho comprise our working professional students and prospect population (withaverage student age 36), and occasionally with the workingprofessionals/executives who are participants in Executive Education programs.

  • Manage walk-ins,schedule personal consultation and interview appointments, and respond to mainlinephone and email inquiries on published main line phone with prospects, currentstudents and alumni.

Recruiting and Admissions Assistant

  • Provide basic programinformation and cross-sell Owen programs including degree programs, ExecEdnon-degree programs, and other Owen programs to get the prospect to the rightplace.

  • Responsible for inputand maintenance of EMBA Inquiries (about 900/year) in the Slate database.

  • Maintain studentapplication files and prepare files for admissions committee review in a highlyconfidential manner to ensure the protection of sensitive information.

  • Primarily responsiblefor maintaining materials, prospect files, and communication of admissiondecisions in the SLATE system.

  • Assist with studentenrollment in university PeopleSoft and YES systems.

  • Develop and maintain a thoroughworking knowledge of scholarships, VA benefits, third-party billing foremployer-sponsored students and other enrollment to respond to questions fromenrolling and current students by developing a working relationship with universityregistrar office, student accounts, and financial aid offices.

Student Services Assistant

  • Provide onsite support forstudent services functions for working professional students who live inmultiple states and require frequent concierge-level service because they areremote from campus in-between biweekly classes.

  • Assist with maintainingand posting routine information (case studies, reading materials,announcements, returning materials, etc.) to the learning management system(BrightSpace).

  • Assist program facultyas needed to ensure an excellent student experience.

  • Maintain contactinformation for EMBA students including the class roster, directory, andFacebook and the alumni roster for each graduating class. Reserve classrooms,guest parking, and other rooms as necessary to support Executive Programs.

  • Responsible for weekdaycatering orders for prospective and current students, for example, prospectivestudent Test Prep sessions or ad-hoc meetings that require initial set up, andconfirmation with key vendors. Serves as a back-up to the Director of StudentServices for routine bi-weekly Saturday class day catering for 100+ studentsand special event catering {Summer Quant Skills Camp, Partner Day, PreviewDays, Information Sessions in and out-of-town, EMBA Prom, Week-in-Residence)with Director of Student Services and events manager. Maintain VU OneCard,track expenses and stay within budget.

  • Assist with otherevents, for example, EMBA Welcome Dinner and Prom —including list management,invitations, and other administrative tasks 2-3 times per year. Maintain VUOneCard, track expenses and stay within the budget for Executive MBA programs.

  • This position requiresan experienced person who is self-directed within constraints of assigned tasks(planning a month or more in advance and managing multiple tasks at variousstages simultaneously).

  • This position isresponsible for covering the office hours 8:00 to 5:00 pm Monday through Fridayand occasionally (average 3-4 per year) Tuesday through Saturday work week(based on Saturday program days that require backup to the professionalstaff/directors). In addition, as a member of the team supporting executivestudents, participation in class parties, events, and graduation (4-5 eventsper year) are expected.


This position does not have supervisory responsibility, but does oversee some student worker projects; this position reports administratively and functionally to the Executive Director of Executive MBA Programs.

Education andCertifications

Associate’s degree is necessary; Bachelor’s degree is strongly preferred.

Experience and Skills

Skills in multi-tasking and the Microsoft Office suite (Word, Excel, PowerPoint) are essential.

Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) is necessary.

Proficiency with a CRM system is strongly preferred; SLATE experience is preferred.

Some physical activity and light lifting to manage to stock of supplies, set up and distribution of student materials is necessary.

Maturity and judgment in confidential situations involving student crises (academic issues, job changes, study group conflicts, family illness, etc.) are necessary.

About VanderbiltBenefits

Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses, and dependent children.

Commitment to Equity,Diversity and Inclusion

Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 20080 - Owen: Academic Programs

Job: Administrative / Office Support Supervisors, Leads, and Staff

Vanderbilt University is committed to principles of equal opportunity and affirmative action