The Program Manager of Records and Operations is an integral part of the Office of Academic and Student Affairs team within the Owen Graduate School of Management at Vanderbilt University. The Program Manager of Records and Operations will serve as a liaison between the Owen Graduate School of Management and the Vanderbilt University Registrar (URO). As part of the Office of Academic and Student Affairs (ASA) and reporting to the Executive Director, the Program Manager will facilitate the development of the Owen academic schedule, academic calendar, course registration, and monitor many aspects of student records. To complete this work, the Program Manager will collaborate with the staff, faculty, and students of Owen, as well as other stakeholders across Vanderbilt University.

About the Work Unit

The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allow 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 built upon the Owen Essentials – Trust, Accountability, Transparency, Inclusiveness, Collaborative Community, Innovation and Learning.

The Office of Academic and Student Affairs is a forward-facing office which advocates and guide students through the Vanderbilt Business experience. This team of customer-service dedicated professionals focuses on creating and supporting high-quality student life experiences and holistic well-being for all students. The office of Academic and Student Affairs (ASA) is intentionally organized to support our students so that their rigorous and robust academic experience is complemented with sound and professional academic advising and impactful engagement in student organizations and activities.

Please Note: This position is deemed to be flexible/hybrid, expected to work at OGSM at least 3 days a week.

Duties and Responsibilities

Records Management

• Run and analyze multiple data-driven reports to keep track of the monitoring and planning of student records.
• Coordinate academic record keeping for the Owen Graduate School of Management.
• Manage the Owen academic course schedule annually by collaborating with all stakeholders including faculty, students, and staff.
• Facilitate the creation of the Owen academic calendar each year and communicate to URO. 
• Coordinate with Owen Leadership and the Academic Affairs Team to identify course catalog updates and submit them to the URO to ensure proper catalog maintenance.
• Create and distribute the Owen exam schedule each Mod, which involves surveying faculty for exam needs and analyzing enrollments to avoid scheduling conflicts.
• Review and process all OPT form requests for Owen international students.
• Exhibit functional mastery in all software systems and data reporting tools that support Owen’s academic operations, including YES, PeopleSoft, and Oracle Business Intelligence.
• Block enroll students in courses when a lock-stop approach is needed for the related program.
• Serve as the ASA office liaison for interactions with Veteran Affairs, Student Access, and any other compliance related officers.

Operations Management

• Fully engage and master the curricula and academic policies of the Owen Graduate School of Management.
• Produce and maintain process documentation, operational calendars, and communications for ASA.
• Analyze and produce data-driven reports for ASA and all of Owen, including, but not limited to, completing reports for survey data collection.
• Manage the Owen Onboarding page which is utilized to operationalize the process of new students attending an Owen graduate program.
• Manage ASA survey collection through Qualtrics to collect data that will drive decisions.
• Participate in, and assist with, the planning and execution of large-scale events coordinated through the ASA Office including, but not limited to, Orientation and Commencement.

Qualifications

• Bachelor’s degree from an accredited institution of higher education is required.
• 2-3 years of directly comparable experience.
• Attention to detail and high level of accuracy.
• Strong problem-solving and project management skills.
• Extremely well organized with the ability to prioritize in a fast-paced environment.
• Excellent interpersonal skills, flexible, collaborative and ability to interact fluidly with the many different individuals and departments across the university.
• Ability to work well independently and as part of a team.
• Proficient in Windows Office suite.

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.