Administrative Program Coordinator

The Administrative Program Coordinator position is part of the Master of Public Health (MPH) degree program team in the Office of Health Sciences Education at Vanderbilt University School of Medicine. The Administrative Coordinator is a key contributor to the success of the MPH program in an administrative support role as the front office greeter/facilitator and in working with the MPH Program Director and Program Manager. 

The Administrative Coordinator interacts regularly with Vanderbilt University (VU) and Vanderbilt University Medical Center (VUMC) faculty members, staff members, and students to support positive teaching and learning experiences for all. Additionally, the Administrative Coordinator provides important administrative support for meetings, classes, and events such as new student orientation and graduation. The Administrative Coordinator reports administratively and functionally to the MPH Program Manager and also receives task supervision from the MPH Practicum Director and Program Director. 

The Administrative Coordinator performs complex administrative duties requiring high-level decision-making skills and sound judgment. The position requires a thorough understanding of university policies and procedures. 

This is a full-time position with the option to work remotely one day per week. A successful candidate has the ability to arrive no later than 8:00 am on in-office days to unlock classroom and office doors.

About the Work Unit: 

The Office of Health Sciences Education (OHSE) governs the range of educational activities of The Vanderbilt University School of Medicine, including administering degree programs that provide students with the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient centered health care in the 21st century. OHSE is dedicated to the ultimate goal of healthy, thriving persons and communities, and we strongly support efforts towards the health equity upon which such a goal rests. The dedicated staff in OHSE work collectively in service of this mission by providing a range of support for our students, faculty and fellow staff including academic program administration, education design and informatics, financial and administrative oversight, student services and education research resources. 

The MPH degree program is affiliated with the VUMC Institute for Medicine and Public Health (IMPH) and, with approximately 60 students, is one of the largest degree programs in the School of Medicine. Since 1996, the program has been training future research scientists and public health professionals to be innovative leaders dedicated to using their skills and knowledge to achieve optimal health and well-being in all people. The VUSM MPH degree program offers three tracks: Epidemiology, Global Health, and Health Policy.

Key Functions and Expected Performance:

Administrative (70%) 

• Acts as first-point-of-contact for MPH office including receiving and directing visitors, receiving and directing deliveries and mail, responding to email and telephone inquiries, and providing timely and professional customer service to students, faculty, visitors, and others. 
• Responsible for arriving each day (Monday-Friday) to unlock classroom and office doors, check and replenish supplies, and set-up A/V for course instructors. 
• Coordinates routine repair requests of shared spaces including the classroom and the MPH office. 
• Maintains current and accurate calendars for MPH classroom and office spaces; fields reservation requests from students, faculty, and staff; populates student event calendar with relevant events. 
• Provides administrative support for various meetings and events throughout the year (e.g. orientation, student social and service events, graduation, etc.) including room scheduling, facilities coordination, A/V set-up, catering, travel arrangements, visitor itineraries, materials, invitations/RSVPs, preparation of materials, and documentation of sessions. 
• Assists with academic and operational support including the updating and distribution of documents for courses and committees, annual catalog and program handbook revisions, and alumni surveys. Assists with coordination of accreditation materials as needed.
• Assists in the development and distribution of MPH course evaluations, compiles data, and follows template to produce timely and accurate reports of results. 
• Processes reimbursement requests, purchase orders, and OneCard transactions in compliance with Vanderbilt University policies and guidelines. 
• Orders and organizes supplies and equipment and maintains office and classroom inventories; ensures spaces are organized, stocked, and configured for classes or meetings. 
• Assists in creating written and visual content for website, social media, student handbooks, VUSM catalog, and graduation program; regularly submits program news and announcements to partner newsletters (weekly) and other publications (ad hoc). 
• Updates alumni and constituent contact distribution lists. 
• Supports program committees, including the Admissions and Promotion Committee, Diversity Committee, Curriculum Committee, and the Advisory Committee. 
• Supports the MPH Program Manager by coordinating details of recruitment events and applicant campus visits. 
• Communicates regularly and enthusiastically engages in collaborative work with teammates, while able to work effectively on an independent basis when needed. 
• Maintain confidentiality of sensitive information and follow best practices for documentation and recordkeeping. 

Event Support (25%) 

• Schedules events, administrative/faculty meetings, academic advising meetings, classroom sessions, exams, speakers and presentations, and other educational and training events; maintains current and accurate shared calendars for MPH classroom and office spaces. 
• Updates event invitation lists, sends invitations and reminders, and tracks registrations/RSVPs. 
• Oversees logistics for events, including reserving event spaces, collecting quotes and liaising with vendors, assisting with event set-up, clean-up, and on-site support, processing payments, and tracking attendance.

Miscellaneous (5%) 

        -    Other duties as assigned 

Supervisory Relationships: 

This position does not have supervisory responsibility.  The position reports administratively and functionally to the MPH Program Manager and may also receive task supervision from the MPH Program Director. 

Education and Qualifications: 

• An associate's degree is required. 
• A bachelor's degree is preferred.  
• Consistently pleasant greeting style and friendly, helpful nature.  
• Strong attention to detail and accuracy.  
• Excellent computer skills, specifically proficiency using Microsoft Office Suite (Word and Excel) is necessary. 
• Excellent verbal and written communication skills; strong interpersonal and customer service skills.
• Strong initiative, with the ability to work independently and as part of a team.
• Ability to plan, develop, and coordinate multiple projects. 
• Ability to maintain confidentiality of records and information. 
• Strong work ethic.