Vanderbilt University Program Coordinator (Office of Undergraduate Medical Education) in Nashville, Tennessee

Program Coordinator (Office of Undergraduate Medical Education) (Job Number: 1801884)


Position Summary :

The Program Coordinator is part of the Vanderbilt University School of Medicine and is a key individual contributor responsible for coordination of administrative and operational tasks related to all facets of program management, delivery and evaluation for two Vanderbilt University School of Medicine programs: Vanderbilt Program in Interprofessional Learning (VPIL) and VUSM medical physics degree programs (Master of Science in Medical Physics [MSMP], Doctor of Physics [DMP], and Doctor of Philosophy in Medical Physics [PhD]).

Key Functions and ExpectedPerformance:

Program Scheduling and Calendaring

  • Maintains programcalendars, including scheduling administrative/faculty meetings, classroomsessions, and other educational events

  • Maintains, asneeded, schedules for student rotations/activities

  • Schedules annualoral exams for medical physics students

Support for Educational Program and Sessions

  • Makesarrangements for educational sessions, as needed, for space, catering,audio-visual needs, and session hand-outs/props

  • Communicates withattendees regarding various aspects of the program, such as sessioninformation, assignments, program requirements, etc.

  • Assists inmanaging online course/program information in the learning managementsystem (VSTAR for VPIL; Bright Space for Medical Physics)

  • Tracks studentattendance

Support for Special Events Planning and Execution

  • Makesarrangements, as needed, for space, catering, audio-visual needs, andsession hand-outs/props

  • Managesinvitations and RSVPs, and maintains current lists of expected attendees

  • Communicates withattendees before and after sessions

  • Makes purchasesas needed, in collaboration with Program Manager and staff with purchasingauthority

  • Assists withtravel planning and reservations, as needed

Support Recruitment to and Admission of Students

  • Coordinates prospective student recruitment process withother program staff and faculty

  • Coordinates application process, including use of onlinetools such as Slate and RedCap

  • Responds to routine prospective studentcorrespondence/questions

  • Schedules/manages prospective student campus visits andinterviews

  • Manages application review process; produces dossier abouteach applicant for the application review committee, and, followingreview, executes decisions of application review committee as appropriate

Student Enrollment/Onboarding and Orientation

  • Supportsorientation for new students, facilitates obtaining ID badges, parkingforms, medical clearances, criminal background checks, compliance modules,etc.

  • Enrolls medicalphysics students for classes each semester

  • Tracks, monitorsand enters grades for medical physics students

  • Tracks completionof degree requirements

Program Evaluation/Student Assessment

  • Collects andreports program evaluations and student assessments

  • Assists inmaintaining program outcomes database and documentation of programactivities

  • Acts as medicalphysics program accreditation administrative contact person

  • Maintains programdocumentation and data as required by accreditor

  • Supports programdirector in completing reports to accreditation organizations

Financial Aid for Medical Physics Program

  • Serves as primaryprogram contact with the VUSM Office of Enrollment Services and VUSMAssistant Dean for Health Services Education for enrollment and financialaid

  • Completesspreadsheet with sources of student financial/tuition support eachsemester; researches cost centers for any VUMC-based funding

Program Communications

  • Triagesprogram-shared inboxes, answers inquiries and addresses concerns

  • Maintainswebsites and social media pages (Facebook, Linked In)

  • Updates programbrochures, flyers and other outreach materials as needed

  • Assists withupdating programs’ information in the VUSM Catalog annually andcommunicates interim edits as needed

  • Assists withmedical physics programs’ student handbooks annually and makes interimupdates as needed

  • Takes photographsof events for use on social media and for class rosters

  • Assists with VPILProgram Newsletter to be sent to preceptors, faculty and stakeholderleadership

Education andCertifications:

  • ABachelor’s degree from an accreditedinstitution of higher education, or equivalent combination of educationand experience is preferred

Experience and Skills :

  • At least 3 years of workexperience or the equivalent combination of education and relatedexperience, preferably in an academic or healthcare-related setting, ispreferred

  • Experience in programadministration and coordination is highly preferred

  • Ability to work in afast-paced environment is preferred

  • Commitment to continuousprogram improvement is preferred

  • Established computer skills,especially Excel, are necessary

  • Self-motivation and thepossession of strong interpersonal and communication skills (both writtenand spoken) are necessary

  • Enthusiasm for working in acollaborative environment with faculty, staff, and students ishighly preferred

  • Ability to followinstitutional policies at all times and actively engage in continuousquality improvement of all systems and processes isnecessary

VanderbiltUniversity is an equal opportunity, affirmative action employer. Women,minorities, people with disabilities and protected veterans are encouragedto apply.

Primary Location: United States-Tennessee-Nashville

Organization: 18540 - Undergraduate Medical Education

Job: Institutional Affairs Professionals

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