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The Program Specialist is part of the Chemistry Department administrative team at Vanderbilt University and is a key contributor responsible for assisting the Chemistry graduate program & department Program Coordinator. This position handles student-related matters. Reporting directly to the Program Coordinator, the Program Specialist works with the Program Coordinator, Program Directors, other administrative staff, and students.

The Program Specialist will manage budget information for graduate recruiting financial aid; and student matters, including serving as line manager for student employees; and assist the department Program Coordinator relating to student programs.

About the Work Unit:

Chemistry is the intellectual home to over 250 students, post-docs, and faculty members working in a wide range of specializations, as well as the interdisciplinary fields of chemical biology, structural biology, molecular toxicology, materials chemistry, and nanotechnology. Close collaboration with the School of Medicine, School of Engineering and other departments within the College of Arts and Science-particularly the departments of biological sciences and physics—provides valuable opportunities to not only excel in the traditional disciplines of chemistry but also investigate the many ways that chemistry intersects with other fields.

Duties and Responsibilities:

• Independently manage all student-related matters for the Chemistry Department student population by:

• Coordinating payroll-related activities for all students in Chemistry (Line Manager); onboarding students, interns and observers.

• Processing Graduate Award Forms and Benefits Award Forms; working closely with Student Accounts to ensure that all graduate student accounts are charged appropriately.

• Responsible for monitoring student registration at the start of each semester to ensure everyone is registered properly and processing necessary corrections in a timely manner.

• Processing appointments for student workers, interns and observers.

• Trouble-shooting student payroll problems, insurance and student accounts issues as needed.

• Preparing financial materials for new graduate student orientation.

• Serves as Liaison between department and Student Financial Aid Office, Student Accounts Office, BRET Office, Graduate School.

• Assist with development, coordination and management of student data collection systems.

• Assist Administrative Officer, Admin Manager and Grants Manager with student data analysis for surveys and grants submissions.

• Coordinating UG student employee recruitment through Hire-A-Dore account

• Visa processing for Foreign Nationals students.

• Maintaining student financial records.

• Assist Chemistry Graduate Program Coordinator by:

• Serve as alternate representative as needed, independently promote the Graduate Program in Chemistry at targeted conferences and Graduate Fairs, including conferences that highlight diversity and inclusion.

• Assisting with Graduate Students Recruiting visits, orientation set-up, reservations and student related promotional events.

• Assisting with graduate program related changes to the website and managing the listservs, directory and Vanderbilt alumni LinkedIn page for students.

• Assisting with booking travel for prospective graduate students and arranging itineraries (ground transportation, meals, meetings etc.)

• Assisting with preparing expense reimbursements for guests and students as needed.

• One card holder assigned to Graduate Program in Chemistry; responsible for processing all related expense reports.

• Responsible for maintaining electronic student files.

• Additional duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility of staff, but serves as line manager for student employees; this position reports administratively & functionally to the Program Coordinator.

Education and Certifications:

• An Associate's Degree from an accredited institution of higher education or combination of directly related experience and education is necessary.

Qualifications:

• Experience working in a high volume administrative setting highly preferred.

• Rigorous attention to detail and strong organizational & analytical skill is necessary.

• Excellent oral and written communication skills are necessary.

• Ability to execute multiple tasks and work in a fast-paced environment under the pressure of hard deadlines & competing priorities are necessary.

• Demonstrated ability to work independently and collaboratively is necessary.

• Proficient user of Vanderbilt systems including, but not limited to Oracle Cloud, Concur, Business Objects/BI Launch systems, Adobe Professional and Microsoft Office proficiency (including Word and Excel) is desirable but not required.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.