Program Coordinator - Vanderbilt University-New York City

Position Summary
The Program Coordinator works closely with the Senior Associate Provost (SAP) to support key operational and programmatic functions for the Office of Undergraduate Education (OUE) on Vanderbilt University-New York City campus. Reporting directly to the Senior Associate Provost, this role supports the implementation of undergraduate academic and co-curricular programming in New York City and contributes to building the foundational systems and processes for a new and growing campus environment.

In partnership with the Senior Associate Provost and OUE colleagues, the Program Coordinator supports scheduling and logistical planning for academic programs and student-facing activities on the Vanderbilt University-New York City campus. The role assists with academic and events calendars, supports campuswide communications, and serves as a professional point of contact for faculty, students, staff, and external partners. The Program Coordinator also supports logistics for visiting faculty and speakers and contributes to workflows related to campus access, space use, and housing arrangements.

The Program Coordinator provides operational and administrative support for routine financial and procurement activities related to Vanderbilt University-New York City programming, including tracking payments, assisting with vendor processes, and supporting compliance with institutional policies. This position works closely with Nashville-based OUE teams, Finance, Procurement, and other university partners to ensure consistency and smooth day-to-day operations across both campuses.

This role requires strong communication skills, sound judgment, and attention to detail in a dynamic, fast paced environment. The Program Coordinator handles sensitive information with discretion and professionalism and contributes to efficient operational practices that support student success and advance OUE’s undergraduate mission as Vanderbilt University expands its presence in New York City.

About the Work Unit
The Provost’s Office of Undergraduate Education (OUE), led by the Vice Provost for Undergraduate Education, empowers students to enrich their academic journeys through transformative educational opportunities. Supporting more than 7,000 undergraduates, OUE creates pathways for immersive experiences, hands-on research, global engagement, and other high-impact learning opportunities that extend beyond the classroom. Through its programs, OUE fosters curiosity, collaboration, and innovation, encouraging students to generate new knowledge, pursue inquiry, and develop the skills needed to address complex challenges in a rapidly changing world. OUE also builds strong partnerships across the University, bringing together faculty and staff to design programs that promote intellectual growth, personal exploration, and professional development.

As Vanderbilt expands its undergraduate footprint through the development of the Vanderbilt University-New York City campus, Undergraduate Education plays a central role in ensuring continuity, quality, and alignment across locations. OUE’s established frameworks for student engagement, professional development, and academic enrichment remain consistent across sites, ensuring that students in New York benefit from the same standards, resources, and institutional values that define the undergraduate experience on the Nashville campus. Through this integrated approach, OUE supports a seamless, inclusive, and high-impact educational experience while advancing Vanderbilt University’s mission in a global urban context.

Key Functions and Expected Performance

Program Coordination and Communication

• Coordinate and support the development and implementation of communications for students, faculty, staff, and external partners related to academic programming, events, and campus initiatives, including email, flyers, supporting office communication, social media.
• Provide day-to-day coordination and administrative support to the Senior Associate Provost, working closely under their direction to ensure meetings, communications, and priorities align with strategic goals for the Vanderbilt University-New York City campus.
• Serve as a professional point of contact and representative of OUE, cultivating strong relationships with internal and external stakeholders on the Vanderbilt University-New York City campus.
• Track and coordinate follow-up and information sharing with faculty, students, alumni, and partners to support timely action and clarity across campus activities.
• Provide calendaring and scheduling support for the Senior Associate Provost.

Event and Campus Operations

• Support planning and execution of NYC campus events, academic programs, and student-facing activities, including scheduling, space coordination, and vendor or catering arrangements.
• Maintain and update a comprehensive NYC academic and events calendar, coordinating closely with faculty, staff, academic units, and campus partners to avoid conflicts and ensure alignment.
• Coordinate logistics for visiting faculty, speakers, and external guests, ensuring smooth engagement with academic and co-curricular activities.

Project Coordination and Program Support

• Coordinate timelines, workflows, and deliverables for key academic and operational initiatives on the Vanderbilt University-New York City campus.
• Develop and maintain coordination tools, including checklists, project plans, and progress tracking to support planning, reporting, and leadership decision-making.
• Support the design and coordination of student-facing academic and co-curricular programs in New York City.

Financial and Procurement Coordination

• Provide financial and procurement coordination support for Vanderbilt University-New York City programs, including initiating and tracking payments, reimbursements, purchase orders, and One Card transactions in Oracle.
• Assist with invoice processing, vendor payments, routine budget tracking, providing updates to the Senior Associate Provost and OUE leadership as needed.
• Ensure compliance with university procurement, travel, financial policies across Vanderbilt University-New York City activities by following established processes and escalating questions appropriately.

Confidentiality and Professional Judgment

• Handle sensitive academic, personnel, financial, and strategic information with professionalism, discretion, and sound judgment.
• Uphold university policies and represent OUE’s mission and values in all interactions. 

Supervisory Relationships
This position does not have supervisory responsibilities. The Program Coordinator reports directly to the Senior Associate Provost at the Vanderbilt University-New York City campus.

Education and Certifications

• A bachelor’s degree or equivalent work and/or military experience is required.
• A minimum of 5 years of progressively responsible administrative experience supporting senior or executive-level leaders is required.
• Prior experience in higher education or within a large, complex organization is strongly preferred.

Experience and Skills

• Excellent written and verbal communication skills.
• Strong organizational and time management skills, with the ability to manage multiple priorities under tight deadlines.
• Demonstrated ability to exercise sound judgment, discretion, and tact in handling sensitive matters.
• High level of attention to detail and accuracy, particularly in managing financial transactions, reconciliations, and compliance-related processes.
• Working knowledge of financial processes, including experience with invoices, payments, account reconciliations, and student receivables.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration platforms such as Zoom and Teams.
• Openness to the use of AI to streamline workflows and enhance work efficiency.
• Strong people skills and the ability to work independently within established guidelines and as part of a collaborative team.
• Demonstrated ownership of day-to-day operational details that elevate the overall experience and effectiveness of the office.
• Consistently maintains a positive, welcoming, and professional demeanor in all interactions, contributing to a collegial and supportive office environment.

Salary Range: $62,370 – $76,230

(Geographical Differential Applied)

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training.  The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

This range will be for employees who primarily perform work in the State of New York.

Salary : $62,370 - $76,230