Vanderbilt University Program Coordinator - Office of Graduate Studies (OGS) in Nashville, Tennessee

Program Coordinator - Office of Graduate Studies (OGS) (Job Number: 1801704)


Position Summary :

The Program Coordinator is administratively part of the Office of Health Sciences Education. The PC provides administrative and educational program support for all aspects of graduate education-related operations in the Office of Graduate Studies (OGS). Reporting directly to the Program Manager for OGS, the Program Coordinator may also receive task supervision from the DHSS Vice Chair of Graduate Studies and the DHSS Director of Clinical Education. The Program Coordinator works closely with DHSS faculty members, other staff members and students in DHSS programs, which include the Doctor of Audiology (AuD); the Doctor of Philosophy in Hearing and Speech Sciences (PhD); the Master of Science in Speech-Language Pathology (MS-SLP), and the Master of Deaf Education (MDE).

About the WorkUnit :

The DHSS graduate program was established in 1951; it is one of the largest graduate programs in the Vanderbilt University School of Medicine and one of the largest programs at Vanderbilt University. The AuD program is ranked first in the country, and the Master of Science in Speech-Language Pathology Program is ranked third in recent national rankings of graduate programs. The research, teaching and clinical applications associated with the Department of Hearing and Speech Sciences are housed in the Vanderbilt Bill Wilkerson Center (VBWC) for Otolaryngology and Communication Sciences. The VBWC is a clinical and research facility serving middle Tennessee and neighboring states with over 70,000 patient visits annually and research funded by the U.S. Department of Education, the National Institutes of Health, and various foundation and industry sources.

Essential Functions and Expected Performance:

Provide general reception and administrative support to the DHSS Office of Graduate Studies (OGS).

§ General reception: answers telephone; responds to e-mail queries; responds to visitor queries and directs them to the destination, as needed; processes incoming and outgoing mail/deliveries, and leads lost patients.

§ Manages conference room and classrooms: manages reservations (including receipt, confirmation, and reminders), resolves room scheduling conflicts, and manages on-site logistics including technology set-up, chair/table set-up, and general housekeeping; distributes and posts room schedules.

§ Orders office supplies for DHSS OGS; checks orders on arrival to ensure proper items arrived and the final cost is as expected when the order was placed; troubleshoots any issues with supply orders such as out-of-stock items, substitutions, erroneous charges, refunds

§ Orders unique items for OGS programs, such as awards and gifts for graduates.

§ Manages copiers, faxes, and printers in OGS offices, the student computer lab, and student lounge; ensures the paper is loaded in machines, order supplies (paper, toner) and manage repair process when needed.

§ Gives basic orientation tours to ad hoc visitors, as needed.

§ Opens/closes conference rooms and classrooms in the morning and afternoon, as appropriate to Program Coordinator’s work schedule.

§ Works in collaboration with the Program Manager

Provide direct administrative support for the DHSS Vice Chair of Graduate Studies and the DHSS Director of Clinical Education, as needed

§ Manages degree program-related travel arrangements

§ Provides calendaring assistance

§ Completes and submits expense reports for program-related travel

Provide support for educational programming and events. This includes regularly occurring events (such as courses, grand rounds, annual events (such as new student orientation, commencement events, and one-time special events (e.g., retirement reception). (40%)

§ Participates in relevant planning meetings with program leadership and another faculty to identify the goals and objectives, dates, facility needs, catering for specific events and meetings.

§ Identifies, researches, and recommends facilities appropriate to the event or meeting (if not already defined); manages room arrangements, from reservation through post-event clean-up.

§ Ensures audio-visual or other equipment to be used by presenters are identified before events and provided appropriately at the event; pre-load PowerPoint presentations before events begin.

§ Collaborates with organizers (and presenters, as appropriate) to identify hand-outs for the session, purchases supplies, makes copies, collates and distributes as appropriate.

§ If food is to be served, coordinates the planning and execution, from determining the menu, selecting the caterer, logistics of delivery (and another service, if needed), clean-up, and payment.

§ Collaborates with organizers on event advertising/promotional materials and other communications related to the event; for public affairs, places advertising with MyVU and MyVUMC as appropriate, and ensures proper placement on DHSS, VUSM and VUMC calendars.

§ Manages event invitations, registration/RSVP and attendance/registration lists; utilize online tools such as Paperless Post, RedCap to handle electronic invitations, RSVPs, and registration.

§ Sends reminders, as appropriate, to meeting attendees; responds to inquiries from participants and organizers, as necessary, to facilitate program planning and attendance.

§ As appropriate, assists with travel arrangements for visitors, including making the travel accommodations

§ Takes meeting minutes as needed at faculty meetings

§ Provides course preparation support, including preparation of syllabi, lecture materials, handouts, examination materials,

§ Provides support for DHSS faculty and staff attending, including logistics for a booth at grad studies fair (payment, recruiting volunteers, ensuring recruitment materials are available) for annual ASHA convention

§ Gathers and formats information needed for department and SOM programs for graduation,

Provide support for student clinical education.

§ Maintains current clinical supervisor information in CALIPSO.

§ Generates invitations to access CALIPSO (for students, supervisors).

§ Updates KASA information in CALIPSO.

§ Reviews incoming student records and documents completion of prerequisite coursework.

Assist with finance/purchasing tasks.

§ Maintains current and accurate records of purchases and payments.

§ Checks ordered items with those delivered and resolve discrepancies.

§ Assists with expense reimbursements as needed.

§ Provides purchasing/finance reports as needed.

Education andCertifications:

§ A High School certificate or equivalent is necessary.

§ An Associate’s degree from an accredited institution of higher education is preferred.

§ A Bachelor’s degree from an accredited institution of higher education is highly preferred.

Experience andSkills :

§ At least three years of directly comparable experience is necessary.

§ Knowledge of Microsoft Word, Excel, Outlook, and PowerPoint is necessary.

§ Knowledge of RedCap, CALIPSO, Oracle Purchasing, Concur, and YES is preferred.

§ Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is preferred.

§ Ability to communicate effectively, both orally and in writing is preferred.

§ Ability to maintain the confidentiality of records and information is preferred.

§ Ability to make evaluative judgments is preferred.

§ Ability to manage multiple tasks and own outcomes is necessary.

§ High level of organization, self-motivation, and inquisition is necessary.

About Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, 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. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview at .

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

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: 18520 - Professional Non-MD Programs

Job: Institutional Affairs Professionals

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