Vanderbilt University Program Coordinator (SyBBURE Searle) in Nashville, Tennessee

Program Coordinator (SyBBURE Searle) (Job Number: 1801724)


About the Role :

The Master of Coordination is a member of the SyBBURE Searle Undergraduate Research and Design Program within the Physics and Astronomy Department at Vanderbilt University and is a key individual contributor responsible for coordinating various aspects of the program, including interviewing students, new student onboarding, and team meeting scheduling. The Master of Coordination will plan, design, and provide logistic support for weekly and special events, will track students, alumni, and various teams, and will provide ordering and reimbursement support. Reporting to the Administrative Officer, the Master of Coordination interacts with faculty, staff, students, and internal/external stakeholders.

About the Work Unit :

The SyBBURE Searle Undergraduate Research and Design Program seeks to provide a culture of creativity, teamwork, and innovation that serves to incubate and inspire the next generation of scientists, engineers, inventors, and researchers.

To establish this culture, we create a scaffold of high expectations coupled with a dynamic, fluid, and fun environment. The philosophy of the SyBBURE Searle program exists around a “maximum effort for maximum return” ideology. This applies both to the independent research project on which a student chooses to work and the program as a whole.

Through this year-round, multi-year experience, students develop and expand their skill sets, are encouraged to explore their passions and ideas, and receive personalized mentorship from their research advisor, as well as the SyBBURE Searle Team.

Our team is made up of a diverse group of graduate students, post-doctoral fellows, staff and faculty who have one major thing in common—the desire to help students succeed. We each bring different strengths, perspectives, and skills to the table, and strive to work together cohesively to benefit the program as a whole and the individual students.

Key Functions and ExpectedPerformance:

  • Coordinates student applicationand interview processes, including scheduling, application review,eligibility, and assignments.

  • Ensures new students and teammembers are properly on-boarded, including the provision of policies,procedures and relevant information for the student/team memberexperience.

  • Schedules student and teammeetings by ensuring space and logistics are accounted for.

  • Designs, plans, and providesrelevant logistics review for weekly and special events held by theSyBBURE Searle program.

  • Tracks students, alumni andteams, ensuring accurate and up-to-date information is maintained in adatabase; oversees the development and maintenance of comprehensivecontact databases.

  • Provides procurement andreimbursement support for the program, as needed.

  • Maintains supplies, files, andelectronic material in an organized, easily accessible, and functionallybeneficial manner.

  • Updates the program website andinternal Wiki.

  • Writes and edits publicrelations materials including news releases, articles, and newsletters;plans and coordinates implementation of projects and programs to meetspecific program needs and objectives in the areas of media communicationsand public relations; writes, edits, and manages all social mediarelated content.

  • Assists in and provides inputto determining strategic objectives for the program, including research,trend analysis, and compilation and preparation of statistical, regular,and ad hoc reports; assists with program/project development.

  • Contributes to and supports theprogram culture.

Supervisory Relationships :

This position does not have supervisory responsibility; the position reports administratively and functionally to the Administrative Officer.


  • A Bachelor’s degree from anaccredited institution of higher education is necessary.

Experience and Skills :

  • Experience equivalent to thesuccessful completion of a Bachelor’s degree maybe substituted for the educationrequirement

  • Proven experience inprioritizing and multi-tasking is necessary

  • Skill in working with an onlinebudgeting process is necessary

  • Ability to maintainconfidentiality and operate as a member of a team, while maintainingindependence is necessary

  • Proven commitment to accuracyand thoroughness is necessary

  • General working knowledge ofthe Microsoft Office software suite is necessary

  • Demonstrated experience indatabase management is necessary

  • Ability to search social mediaand the internet for information is necessary

  • Knowledge of VanderbiltUniversity policies and procedures is strongly preferred

Key Characteristics of aSuccessful Team Member in this Work Unit:

  • CreativeThinking –Goes beyond the boundaries of the job description, willingly takes on newchallenges, finds creative solutions rather than always awaiting directinstructions

  • Eager – Enthusiastic, wantingto learn, wanting to continue one’s personal and professional developmentand expertise.

  • Reliable – Does what they say theywill do, when they say they will do it. Shows up for work when expected.Doesn’t push the burden of work volume or deadlines to others.

  • Autonomous – Self-managing;self-motivated. Manages time, activities and outcomes well sothat progress stays on track. Cleans up after themselves.

  • Analytical& Detail-Oriented –Accurately assesses information and applies applicable law, policy andprocedure. Considers the long term implications of actions today andadvises employees appropriately. Even small mistakes can create bigissues; attention to detail work indicates care about the outcomes

This position requires a Bachelor's degree, and 1 year of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 12560 - Physics and Astronomy

Job: Institutional Affairs Professionals

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