Program Coordinator, Operations and Strategy

The Program Coordinator for Operations and Strategy supports the Office of the Vice Provost for Graduate Education and Growth Initiatives and is a key contributor responsible for program coordination across three central areas, including operations and administration, global initiatives and engagement, and academic growth initiatives, to include the ongoing development of the university’s campus network. The Program Coordinator executes strategic and operational decisions across a dynamic portfolio through project tracking and data entry, building Gantt charts and timelines, taking meeting minutes, preparing agendas, developing briefing materials, preparing presentations, website maintenance, and liaising with internal partners to ensure cross functional alignment. The Program Coordinator also provides superior administrative and operational support for the Operation Team, serving as a student-facing representative of graduate education, greeting and referring visitors and questions to the appropriate points of contact, and assisting with the daily operations of the unit. The ideal candidate will also have the willingness and capability to use Vanderbilt-approved AI models to increase their effectiveness and efficiency in this role.

About the Work Unit:

The Vice Provost for Graduate Education and Growth Initiatives leads a portfolio of academic strategic growth initiatives for graduate and professional students, serves as the Dean of the Graduate School, and oversees the Office of Postdoctoral Affairs (OPA). The mission of the Graduate School at Vanderbilt University is to promote excellence in research, scholarship, and creative expression such that graduate students and postdoctoral trainees are optimally prepared for successful careers in academia, industry, and related fields. Together, the Graduate School and OPA recruit the most promising pre- and post-doctoral scholars and create a stimulating environment that fosters intellectual growth and development.

Vanderbilt’s campus network is a growing ecosystem of campuses and strategic initiatives designed to extend the university’s impact beyond Nashville, and includes Vanderbilt University – New York City, Vanderbilt University – West Palm Beach, Vanderbilt University – San Francisco, and Vanderbilt University – Quantum Campus. The Office of the Vice Provost for Graduate Education and Growth Initiatives works to design and support academic programming and opportunities for graduate and professional students across this growing ecosystem.

Key Functions and Expected Performance:
General Operations & Administrative Support (25%)

• Provide front-office support to greet visitors, answer phone calls, respond to the central unit’s email inbox, and provide exceptional customer service to all internal and external stakeholders.
• Assist in the management of stakeholder meetings, including taking meeting minutes, preparing agendas, and providing general meeting coordination.
• Assist with website maintenance and the maintenance of the unit’s internal and external stakeholder contact lists.
• Provide administrative and operational support as needed to facilitate the daily operations of the unit.

Global Initiatives & Engagement Coordination

• Manage a database of memoranda of understanding (MOUs) outlining Vanderbilt’s global partnerships.
• Provide meeting logistics for convenings related to global engagement, including setting the agenda and moderating discussions.
• Assist with the development and maintenance of the university’s website presence for global engagement.
• Communicate global engagement opportunities with academic schools and colleges.
• Develop standard operating procedures (SOPs) for the processes surrounding engagement with global partners.

Growth Initiatives Coordination

• Provide superior project tracking support to aid in the development of Vanderbilt’s campus network utilizing Gantt charts, timelines, and relevant project management software tools.
• Produce executive-level presentations, memoranda, and communications reflecting project updates and status.
• Liaise closely with other internal units to ensure cross-functional collaboration and alignment.
• Assist in the development of metrics to track and evaluate projects and progress.

Supervisory Relationships:
This position has a dual reporting structure, reporting to the Executive Director of Operations and Strategy, and reporting to the Executive Assistant for general operational and administrative support. The Program Coordinator does not have supervisory responsibilities.

Education and Certifications:

• A bachelor’s degree from an accredited institution of higher education is necessary.

Experience and Skills:

• At least three years of related work experience is preferred; a combination of education and work experience may be considered.
• Outstanding organizational skills, including ability to prioritize, and carry out multiple assignments independently and in a timely fashion is necessary.
• Strong experience with project management tools, processes, and reporting is necessary.
• Ability to balance the diverse needs of the job and its various constituents (prospective students, current students, alumni, faculty, and staff) is necessary.
• Outstanding verbal and written communication skills are necessary.
• Demonstrated ability to make administrative/procedural decisions and judgments is necessary.
• Ability to work in, and appreciate a highly productive, change oriented, and research oriented academic community is necessary.
• Ability to utilize AI to create administrative efficiencies and ensure effectiveness is required.
• Previous administrative experience in an institution of higher education is preferred.