The Program Specialist for the Robert Penn Warren Center (RPWC) for the Humanities is located in the Vaughn Home and is responsible for administrative functions of the Humanities Center. The Program Specialist will report directly to the Program Coordinator and will work closely with the Faculty Director and Associate Director of the RPWC. This position will engage with a wide range of colleagues (all levels of administration, faculty, post-doctoral fellows, staff, graduate students, and undergraduate students) as well as members of the local community and guest speakers from around the world. This position requires strong communication, event planning, and project management skills.

Duties and Responsibilities: 

Program and Event Management: 

• Schedule events, programs, and meetings and find appropriate space (taking into account tech needs and audience numbers). Set up virtual and hybrid events.
• Work with plant ops, as needed, to supply and/or set up tables and chairs and coordinate event set up and cleanup
• Provide appropriate catering for events
• Oversee tech for events, (in-person, virtual, and hybrid events) arrange for tech supplies and support when needed and when possible
• Serve as point of contact for guest speakers and ensure their tech needs are met and that they receive instructions/links, etc. for payments and reimbursements
• Book travel for guest speakers and arrange itineraries
• Attend events, when needed, to assist guests and troubleshoot any issues that arise
• Use the university event calendar system (Livewhale) to list all eventsand generate RSVP lists
• Collect event data

Financial Responsibilities: 

• Process financial transactions and expense reports for the RPW Center 
• Create purchase requisitions and suppliers and complete the process in Oracle 
• Use Monday.com, a project and task management program, to monitor expenses
• Keep up with individual seminar budgets and annual fellowship programming budgets 
• Coordinate funding when multiple departments/programs/centers involved in event 

Administrative Duties: 

• Schedule meetings/maintain calendars, as needed for RPW Center team 
• Schedule meetings with advisory committees and prepare materials for those meetings 
• Order office supplies 
• Order books for seminars, reading groups, and upcoming events and programs 
• Process all applications for the RPW Center’s faculty and undergraduate fellowship programs, prepare for the advisory committee, and determine scoring with Excel 
• Send correspondence on behalf of the RPW Center team; proofread communication materials
• Handles Center procurement and serves as One Card purchasing contact and Guest Travel Coordinator 
• Assists Associate Director in hiring and supervising student workers (undergraduate and/or graduate)

Supervisory Relationships: 

The Program Specialist has supervisory responsibility over undergraduate and/or graduate student workers for the RPW Center. The position will report administratively and functionally to the Program Coordinator. 

Education and Certifications: 

A Bachelor’s degree from an accredited institution of higher education is preferred. 

Qualifications: 

• Experience working in a higher education/academic setting is preferred. 
• Strong interpersonal communication skills is necessary.
• Demonstrated ability to work independently and collaboratively is necessary. 
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary. 
• Ability to analyze and solve problems in a timely manner is necessary.
• Knowledge of University policies, processes, and procedures is preferred 

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.

Job Summary