The Program Coordinator is administrativelypart of the Office of Health Sciences Education. The PC provides administrative andeducational program support for all aspects of graduate education-relatedoperations in the Office of Graduate Studies (OGS). Reporting directly to the Program Manager forOGS, the Program Coordinator may also receive task supervision from the DHSSVice Chair of Graduate Studies and the DHSS Director of ClinicalEducation. The Program Coordinator worksclosely with DHSS faculty members, other staff members and students in DHSSprograms, which include the Doctor of Audiology (AuD); the Doctor of Philosophyin Hearing and Speech Sciences (PhD); the Master of Science in Speech-LanguagePathology (MS-SLP), and the Master of Deaf Education (MDE).
About the WorkUnit:
The DHSS graduate program was established in 1951; it is one of the largest graduate programs in the VanderbiltUniversity School of Medicine and one of the largest programs at VanderbiltUniversity. The AuD program is ranked first in the country, and the Master ofScience in Speech-Language Pathology Program is ranked third in recent nationalrankings of graduate programs. The research, teaching and clinical applications associated with the Department ofHearing and Speech Sciences are housed inthe Vanderbilt Bill Wilkerson Center (VBWC) for Otolaryngology andCommunication Sciences. The VBWC is a clinical and research facility servingmiddle Tennessee and neighboring states with over 70,000 patient visitsannually and research funded by the U.S. Department of Education, the NationalInstitutes of Health, and various foundation and industry sources.
Essential Functions and Expected Performance:
Provide generalreception and administrative support to the DHSS Office of Graduate Studies(OGS).
§General reception: answers telephone; responds to e-mail queries; responds to visitorqueries and directs them to the destination,as needed; processes incoming and outgoing mail/deliveries, and leadslost patients.
§Manages conference room andclassrooms: manages reservations (including receipt, confirmation, and reminders), resolves room schedulingconflicts, and manages on-site logistics including technology set-up,chair/table set-up, and general housekeeping; distributes and posts roomschedules.
§Orders office supplies for DHSS OGS;checks orders on arrival to ensure proper items arrived and the final cost isas expected when the order was placed;troubleshoots any issues with supply orders such as out-of-stock items,substitutions, erroneous charges, refunds
§Orders uniqueitems for OGS programs, such as awards and gifts for graduates.
§Manages copiers, faxes, and printersin OGS offices, the student computer lab, andstudent lounge; ensures the paper isloaded in machines, order supplies (paper, toner) and manage repair processwhen needed.
§Gives basic orientationtours to ad hoc visitors, as needed.
§Opens/closes conferencerooms and classrooms in the morning andafternoon, as appropriate to Program Coordinator's work schedule.
§Works in collaboration with the ProgramManager
Provide direct administrativesupport for the DHSSVice Chair of Graduate Studies and the DHSS Director of Clinical Education, asneeded
§Completes and submits expense reportsfor program-related travel
Provide supportfor educational programming and events. This includes regularly occurring events (suchas courses, grand rounds, annual events (such as new student orientation,commencement events, and one-time special events (e.g., retirement reception).(40%)
§Participates in relevant planningmeetings with program leadership and anotherfaculty to identify the goals and objectives, dates, facility needs,catering for specific events and meetings.
§Identifies, researches, and recommendsfacilities appropriate to the event or meeting (if not already defined); manages room arrangements, fromreservation through post-event clean-up.
§Ensures audio-visual or otherequipment to be used by presenters are identified before events and providedappropriately at the event; pre-loadPowerPoint presentations before eventsbegin.
§Collaborates with organizers (andpresenters, as appropriate) to identify hand-outs for the session, purchases supplies, makes copies,collates and distributes as appropriate.
§If food is to be served, coordinatesthe planning and execution, from determining the menu, selecting the caterer,logistics of delivery (and another service,if needed), clean-up, and payment.
§Collaborates with organizers on eventadvertising/promotional materials and other communications related to theevent; for public affairs, placesadvertising with MyVU and MyVUMC as appropriate, and ensures proper placementon DHSS, VUSM and VUMC calendars.
§Manages event invitations,registration/RSVP and attendance/registration lists; utilize online tools such as Paperless Post, RedCap to handle electronic invitations, RSVPs, and registration.
§Sends reminders, as appropriate, tomeeting attendees; responds to inquiries from participants and organizers, as necessary, to facilitate program planning andattendance.
§As appropriate, assists with travelarrangements for visitors, including making the travelaccommodations
§Takes meeting minutes asneeded at faculty meetings
§Providessupport for DHSS faculty and staff attending, including logistics for a booth at grad studies fair (payment, recruitingvolunteers, ensuring recruitment materials are available) for annual ASHAconvention
§Gathers and formats information neededfor department and SOM programs for graduation,
Provide supportfor student clinical education.
§Maintains current clinical supervisorinformation in CALIPSO.
§Generates invitations to accessCALIPSO (for students, supervisors).
§Updates KASA information in CALIPSO.
§Reviews incoming student records anddocuments completion of prerequisite coursework.
Assist withfinance/purchasing tasks.
§Maintains current and accurate recordsof purchases and payments.
§Checks ordered items with thosedelivered and resolve discrepancies.
§Assists with expense reimbursements asneeded.
§Provides purchasing/finance reports asneeded.
§AHigh School certificate or equivalent is necessary.
§AnAssociate's degree from an accredited institution of higher education ispreferred.
§ABachelor's degree from an accredited institution of higher education ishighly preferred.
§Atleast three years of directly comparable experienceis necessary.
§Knowledgeof Microsoft Word, Excel, Outlook, and PowerPoint is necessary.
§Knowledgeof RedCap, CALIPSO, Oracle Purchasing, Concur, and YES is preferred.
§Strong interpersonal andcommunication skills and the ability to work effectively with a wide range ofconstituencies in a diverse community is preferred.
§Ability to communicate effectively,both orally and in writing is preferred.
§Ability to maintain the confidentiality of records and information ispreferred.
§Ability to make evaluativejudgments is preferred.
§Abilityto manage multiple tasks and own outcomes isnecessary.
§Highlevel of organization, self-motivation, and inquisition is necessary.
About Vanderbilt Benefits
In addition to offering a lively community thatencourages learning and celebrates diversity, Vanderbilt University offers acompetitive, flexible benefits package including health, dental, vision, life,accidental death & dismemberment, disability insurance, paid time off, anda 403(b) retirement plan with employer match. Vanderbilt offers tuitionassistance to employees, spouses and dependent children. Also, after five yearsof service, Vanderbilt will pay up to 55% of the tuition for up to threedependent children to earn a bachelor's degree. Learn more about Vanderbilt'sbenefits at VU Benefits Overview.
About Vanderbilt University
Vanderbilt is a renowned private institutionfounded in 1873 and located in the heart of Nashville, Tennessee. Theuniversity's students and faculty frequently cite Nashville and the surroundingarea as one of the many perks of being a part of the Vanderbilt community.Vanderbilt University is a place where your expertise will be valued, your knowledgeexpanded, and your abilities challenged. It is a place where your diversity issought and celebrated. It is a place where employees know they are part ofsomething bigger than themselves, take exceptional pride in their work andnever settle for what was good enough yesterday. Vanderbilt was recently ranked#2 for ‘best quality of life’ and ‘great financial aid,’ #5 for ‘best runcolleges’ and ‘beautiful campus,’ and #6 for both being in a ‘college city thatstudents love’ and having ‘great campus/city relations.’
Internal Number: 1801704
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.