Vanderbilt University Program Coordinator - Office of the Dean, Owen in Nashville, Tennessee

Program Coordinator - Office of the Dean, Owen (Job Number: 1801866)


The Program Coordinator position at the Owen Graduate School of Management is a key individual contributor responsible for provided assistant in managing the operations and activities of the Office of the Dean. This position reports to the Associate Dean for the Faculty and interacts with central and departmental administrators with a primary focus on faculty recruiting, management of course evaluation systems, accreditation, faculty and administrative operations and communications within the Office of the Dean as listed below. The Program Coordinator must maintain a professional presence, respecting and managing the confidentiality of the Office of the Dean and able to manage multiple work streams at a time.

The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allows 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 Dean’s Office is the central administrative mechanism of the school, dedicated to setting the school strategy and communicating with all stakeholders from students, faculty, staff and University administration to our alumni, corporate partners, the Nashville community and our business school peers. The Office of the Dean is led by the Dean with a leadership team and executive committee of various Associate and Assistant Deans and Directors.

Key Functions andExpected Performance

Faculty and Postdoctoral Scholar RecruitingOperations

  • Works with faculty recruiting committees,managing candidate schedules and travel coordination

  • Liaises with the Vanderbilt Graduate School tocoordinate and manage the Postdoctoral Scholar appointment process; attend theperiodic Office of Postdoctoral Affairs (OPA) meetings and remain current withpostdoc policies and practices.

  • Assists postdocs with onboarding, IT support,office space, and other postdoc needs that may arise, excluding visas.

  • Serves as Guest Travel Coordinator for Office ofthe Dean, including responsibility for issued Vanderbilt OneCard, requiringcompliance with all policies and timely submission of expense reports.Management of Course Evaluation System.

  • Manages course evaluation system (Blue) toensure complete and accurate tracking of faculty teaching as evaluated bystudents for all courses taught across all degree programs.

  • Launches faculty evaluations at the end of eachmod or course term, the timing of which varies across several of Owen’sprograms, including scheduling and notifications.

  • Works with Office of Academic Programs to ensureevaluations are launched for all classes and all enrolled students areconfirmed to receive evaluation; works within Office of Dean to provide systemreporting after each evaluation period closes and on ad hoc basis as needed.

  • Liaises with VUIT and Enrollment Management ITregarding maintenance and troubleshooting. Manages scheduling and communications toevaluation proctors for each class.

  • FERPA training and compliance requiredthroughout process.


  • Provides support to Dean and Associate Deansresponsible for AACSB business school accreditation activities, to includeaccreditation review, continuous improvement review, assurance of learningreporting, surveys and other activities as need.

  • Manages accurate and timely submission of AACSBBusiness School Survey.

  • Coordinates with various departments to provideclear requests of data needed.

  • Ensures timely responses and ensures dataaccurately entered into survey tool.

  • Facilitates review with Dean’s ExecutiveAssistant and Dean prior to submission.

Faculty and Administrative Operationsand Communications

  • Serves as department administrator for VirtualEMS for Owen – overseeing classroom and meeting scheduling and serves asapprover for spaces managed by Office of Dean (classrooms, shared/common areasand other).

  • In coordination with the Associate Dean for theFaculty, manages scheduling of weekly faculty seminars, including planning,communications, managing scheduling conflicts and changes and catering. Administersapproval by the Associate Dean for the Faculty of additional payment forms forExecutive Education programs to ensure accurate and timely payment.

  • Serves as Oracle Procurement Requester forOffice of the Dean.

  • Manages reservations and logistics for visitorparking.

  • Coordinates updates/changes to faculty directoryon Owen’s website and assist faculty with individual website updates.

  • Coordinates and administers updates for thedigital signage and directories at Owen.

  • Responsible for ensuring all course syllabi areuploaded to YES prior to the start of each course – coordinates with faculty,faculty support and Office of Academic Programs to coordinate.

  • Serves as a liaison to student organizations forevents that directly involve the Office of the Dean - coordinates all aspectsof scheduling, planning, catering and communications.

  • Assists with Board of Visitor, Alumni Board andvarious faculty and/or staff meetings and receptions, to includes aspects ofscheduling, communications and event operations. Job responsibilities listedherein are intended to be a thorough representation of the duties,responsibilities, expectations, and qualifications for this specific role atthe time of hire but should not be considered all-encompassing as actualresponsibilities may evolve to include additional duties as assigned based onorganizational and operational needs.

  • Trained to provide support as reviewer/approverfor Conflict of Interest Disclosures submitted by all faculty and staffannually.

  • Other projects and duties as assigned.

Supervisory Relationships:

The Program Coordinator will report directly to the Associate Dean for the Faculty. This position will manage student worker(s) who work on various projects assigned by the Dean and the Associate Dean(s).

Profile of an Ideal Candidate

  • A Bachelor’s degree from an accreditedinstitution of higher education is necessary.

  • At least three years of relevant experience isnecessary. Additional related experience may substitute for required education.Attention to detail, high level of accuracy, and strong organizational skillsis necessary.

  • Upmost attention to maintaining confidentialinformation and the security thereof is necessary.

  • Ability to balance the diverse needs of the joband its various constituents (faculty, staff, alumni, visitors, and prospectiveand current students) and to work with flexibility, and at times underpressure, on several tasks simultaneously and to meet various concurrentdeadlines is necessary.

  • Professional and clear communications skills, bothwritten and oral is necessary.

  • Ability to work in, and appreciate a highlyproductive, change oriented, and research oriented academic community.

  • Ability to prioritize and shift seamlessly amongtasks when necessary.

  • Ability to keep track of, and remember, multipleshort-term and long-term deadlines and deliver work products when due withoutprodding.

  • Will appreciate and contribute to a workenvironment fostering inclusion and belonging.

  • Willingness to learn, expand, and deepen skillset, undergoing training as necessary to optimally support Office of the Deaninitiatives.

  • Maintains integrity and is accountable andresponsibility for personal and team successes and failures, recognizes thattrust is required to hold a team together.

  • Exhibits professional maturity; doesn’t engagein petty office politics or inappropriate social conduct.

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: 20000 - Owen: Office of the Dean

Job: Institutional Affairs Professionals

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