Program Manager, Vanderbilt Florida Institute for Engineering Innovation

Position Summary:

The Program Manager is the founding operational team member for the Florida Institute for Engineering, Innovation, Education, and Research, reporting directly to the Executive Director. This is a hands-on, high-autonomy role during the Institute's startup phase: the Program Manager provides direct administrative support to the Executive Director while simultaneously leading the launch of the Institute's first short certificate and non-credit course offerings, including industry partner development, instructor recruitment, and venue logistics. As the Institute grows, this position is expected to take on an expanded role supporting the development of future master's and Ph.D. programs. The ideal candidate is comfortable with ambiguity, able to operate independently in a fast-paced, evolving environment, and capable of shifting fluidly between executive support, program building, and external partnership development. This position may be based in either Nashville, Tennessee, or South Florida, with hybrid arrangements available from either location. Occasional travel between the two regions will be required to support Institute programs, partner meetings, and leadership engagement.
 

Key Functions and Expected Performance:

Executive and Administrative Support (20%)
• Provide day-to-day administrative support to the Executive Director, including developing slide decks, presentations, and briefing materials for internal and external audiences.
• Prepare flyers, brochures, and other promotional materials to support Institute programs and events.
• Manage scheduling and calendar coordination for the Executive Director during the Institute's startup phase, prioritizing competing requests and ensuring timely follow-through.
• As the Institute grows and an administrative assistant is added, transition day-to-day administrative and scheduling work to that role, providing guidance and oversight of their work.

Short Course and Certificate Program Development (45%)
• Lead the planning and launch of short certificate and non-credit courses, managing timelines, budgets, and deliverables from concept through first offering.
• Identify, research, and cultivate relationships with industry partners in the West Palm Beach region and beyond to support course development, sponsorship, and enrollment pipelines.
• Schedule and support meetings between Institute leadership and prospective industry partners, preparing briefing materials and agendas.
• Identify, recruit, and hire qualified faculty and subject-matter experts to teach short courses, managing contracts, scheduling, and logistics.
• Oversee and provide feedback to course instructors to ensure quality, consistency, and adherence to Institute standards.
• Coordinate with hotels and event venues in the West Palm Beach area to secure space for course delivery until the Institute has a permanent facility, negotiating rates and logistics within budget.
• Track and manage the budget for course development and delivery activities, ensuring adherence to approved funding and flagging variances to the Executive Director.
• Recommend improvements to course offerings and delivery based on participant feedback and enrollment outcomes.
 

Institute Operations and Infrastructure Support (15%)
• Support development of Institute communications and marketing materials, including website content, in coordination with university marketing resources.
• Track key Institute metrics (e.g., course enrollment, industry partnerships, participant outcomes) and prepare regular reports for Institute leadership.
• Help establish the administrative processes, procedures, and systems appropriate to a newly forming academic unit.
• Coordinate with university offices (e.g., procurement, legal, finance) on contracts, vendor agreements, and compliance matters related to Institute activities.
 

Graduate Program Development Support (15%)
• Support planning for the Institute's future master's and Ph.D. programs, including coordination with university Admissions, the Graduate School, and academic departments on program design and approval processes.
• Assist with recruiting activities for future graduate programs, including prospective student outreach and coordination of recruitment events.
• Support faculty research hiring processes as the Institute expands its research faculty, including coordinating search logistics and candidate visits.
 

Other Duties (5%)
• Perform other duties in support of the Institute's mission and strategic priorities as assigned by the Executive Director.

Supervisory Relationships:

This position does not currently have supervisory responsibility. As the Institute grows, this position is expected to provide supervision and oversight of an administrative assistant. This position reports administratively and functionally to the Executive Director of the Florida Institute for Engineering, Innovation, Education, and Research.
 

Education and Certifications:
• Bachelor's degree is required; Master's degree preferred.
 

Experience and Skills:
• Minimum of 3 years of relevant program coordination, project management, or administrative/executive support experience is required.
• Experience building relationships with external partners (industry, vendors, or similar) is strongly preferred.
• Experience in higher education, professional/continuing education, or workforce development is preferred.
• Strong proficiency in PowerPoint and related presentation/design tools.
• Excellent written and verbal communication skills, with the ability to prepare polished materials for executive and external audiences.
• Demonstrated ability to work independently and manage ambiguity in a fast-paced, startup-like environment.
• Strong organizational skills with the ability to manage multiple concurrent priorities and deadlines.
• Willingness to travel locally within the West Palm Beach area as needed for venue and partner meetings.