What are the responsibilities and job description for the Program Coordinator, Owen Administrative Support position at Vanderbilt University?
The Program Coordinator, Administrative Support, is part of the Owen Graduate School of Management’s Finance and Administration team at Vanderbilt University and is a key contributor to the overall success of our internal and external stakeholders. This role provides academic, program, and administrative support to faculty, staff, students, and visitors. Reporting directly to the Manager of Administrative Support, the Program Coordinator works alongside the Administrative Support team and oversees all daily operations.
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 collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today’s connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves.
The Finance and Administration Office is dedicated to supporting Owen faculty, staff, and students with their financial activities, including purchasing and payments, contracting, and billing, employment and payroll actions, and various administrative needs of the school.
Serve as the staff lead for the Community Coordinator role, including recruiting and managing a team of student workers and filling in on an as-needed basis. Responsibilities include incoming and outgoing mail distribution, notifying faculty, staff, and students of deliveries, managing the main building entrance during standard business hours, answering the main OGSM phone line, and more.
Work with the Office of the Dean and the Marketing and Communications team to manage digital monitors and signage throughout the building, including content creation and timely updates of events and personnel.
Point of contact for several departments across the school including Academic and Student Affairs, Career Management Center, and Strategic Enrollment Management. Responsibilities include event set up/tear down, travel coordination and reimbursement, name tag creation, and catering.
Manage the Courtesy Store, an in-house stock of Vanderbilt/OGSM-branded items for purchase for visitors, guest speakers, etc. Responsibilities include communicating with and purchasing items from external vendors, following the Vanderbilt/OGSM brand guidelines, maintaining inventory, and repurchasing as necessary.
Assist in arranging domestic and international travel, including assembling and submitting passport and visa applications, for faculty, recruiting candidates, and guest speakers using the Concur online booking tool.
Prepare travel and business-related expense reports, in a timely and accurate manner, for self and designated faculty to ensure prompt reimbursement according to institutional policies.
Provide distinguished support for visiting seminar speakers, conference panelists, employment candidates, research colleagues, and faculty co-authors, including but not limited to travel. coordination, scheduling, and reimbursement to ensure a positive experience.
Assemble and prepare payment requests and procurement orders in Oracle and Candex working closely with department heads and the finance team to ensure proper costing and justification using appropriate departmental, endowment, grant, or faculty research budgets.
Maintain proficient knowledge of online learning systems such as Brightspace, YES, etc.
Assist professors with course-related endeavors, including but not limited to seating charts, grade inputs, exam preparation, in-person course evaluations, and copy/print jobs. Also, work with VUIT to provide A/V and technical support for classrooms to ensure successful curriculum delivery.
Provide cross-training and back-up support to other administrative support staff.
Partner with the Finance and Administration team’s Event Specialist to prepare for and produce high-quality events for faculty, staff, students, and external stakeholders.
Lead and execute small-scale events including faculty brown bag luncheons, welcome and farewell receptions for staff, and more.
Performs all tasks that fall under the responsibilities of the Administrative Support team, including ordering/stocking coffee and office supplies, booking classrooms and conference rooms for meetings and other events, daily classroom checks, fulfilling Courtesy Store orders, serving as a liaison between faculty and administration, and completing other one-off tasks for faculty and staff upon request.
Additional duties as assigned.
Supervisory Relationships
This position may supervise part-time student workers. This position reports administratively and functionally to the Manager of the Administrative Support team.
Qualifications
- Bachelor's degree from an accredited institution is required
- A minimum of 2 years of relevant experience is preferred
- Strong organizational skills with the ability to prioritize in a fast-paced environment are required
- Excellent interpersonal skills, flexible, collaborative, attentive to detail, a team player, and able to interact fluidly with a diverse range of people and personalities
- Experience working in higher education or academic setting is strongly preferred
- Experience in event coordination and program operations are strongly preferred
- Excellent writing, communication, and marketing skills are necessary
- Proficiency in Microsoft Teams and Microsoft Office software including Word, Excel, and PowerPoint is required