The Program Coordinator is part of the Peabody Campus in the College of Arts and Science at Vanderbilt University. This position serves as coordinator of the Ph.D. program in Political Science and Classical & Religious Studies, working directly with the Director of Graduate Studies. This position also works directly with the Administrative Officer, to whom this position reports. This position manages the Program Specialists. The position requires a thorough understanding of University policies and procedures.
Key Functions and Expected Performance:
- Graduate Student Support:
- Serves as primary graduate program administrative point of contact for graduate students, faculty, staff, and prospective students.
- Works closely with the Director of Graduate Studies, the Graduate School, and enrolled students to track progress toward matriculation, schedule comprehensive exams and dissertation defenses etc.
- Assist with visa and international scholar services (ISSS) paperwork for international students, and scholars. This includes letters required by sponsors, visas.
- Assist DGS director to develop and conduct the math workshop for incoming students.
- Facilitate communication channels for distributing program-related information and announcements to and from program participants and departmental leadership.
- Financial:
- Monitor and reconcile program budgets, including tracking spending, processing expense reimbursements, and managing financial transactions in relevant systems (e.g., Oracle, Concur); assist with graduate fellowship costs.
- Works with financial manager to coordinate expenses related to the graduate program, including several endowments, which provide fellowships and employment for students.
- Process graduate prize and award forms.
- Process student stipends, graduate award entries (tuition, health insurance, fees), and ensure accurate charging of student accounts.
- Serve as an administrative point of contact for graduate student payroll questions.
- Works with the Administrative Manager to coordinate expenses related to the graduate program, including several endowments, which provide fellowships and employment for students.
- Administration:
- Responsible for graduate program content on the department website.
- Gathers all teaching assistant preferences (of faculty and students) and compiles into a spreadsheet to assist the DGS in making working graduate assignments.
- Main lead in coordinating and implementing prospective graduate student recruitment.
- Processes/assists department(s) with SLATE graduate application system.
- Events:
- Lead administrator for department events.
- Other tasks, as needed.
Supervisory Relationships:
The position has supervisory responsibility over two Program Specialists. This position reports directly to the Administrative Officer.
Education and Certifications:
- A High School Diploma or GED is required.
- A Bachelor’s degree from an accredited institution of higher education is preferred.
Experience and Skills:
- At least two years of professional experience are preferred.
- Strong interpersonal communication skills are necessary.
- Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
- Demonstrated ability to work independently and in a team setting is necessary.
- Knowledge of University policies, processes, and procedures is preferred.
Key Characteristics of a Successful Team Member in this Work Unit:
- Responds Promptly – When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
- Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
- Works through Issues – Recognizes that the work is about successful outcomes. If things aren’t going well, outcomes suffer. Is willing to have crucial conversations if things aren’t going well. Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.
- Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others.
- Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise.
General Characteristics of a Successful Vanderbilt University Staff Member:
- Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
- Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
- Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
- Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
- Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything.
- Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
- Believes – Believes in the work being done and in the importance of the organization’s mission.
- Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
- Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
- Honest and Transparent – Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright.
- Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
- Maturity – Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct
- Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
- Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
- Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment.
- Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
- Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
- Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
- Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
- Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
- Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully.
- Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn’t expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other’s strong suits.
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.