Educational Coordinator

The Graduate and Professional Educational Coordinator will be part of the Special Education Department within the Peabody College at Vanderbilt University and is a key individual contributor responsible for overseeing the administration of academic and student support programs and services associated with a specialized academic enterprise. The Educational Coordinator participates in the recruitment, orientation, and supervision of the application process for our M.Ed., and Ph.D programs.  Reporting to the Administrative Officer, to the Department Chair, and to the Faculty Program Directors, the position interacts with faculty, staff, students, and external entities. 

The Educational Coordinator develops policies, procedures and standards for ensuring students’ timely completion of applications to our professional and graduate programs as well as student’s compliance with general University guidelines and polices. The position analyzes data and compiles and prepares reports on admissions, and may represent the program internally and externally.  This position acts as the primary administrative contact for all incoming students. 

About the Work Unit:  

With a genealogy dating to a one-room Nashville schoolhouse in 1785, Peabody College today is a world-class college of education and human development. Our mission is to enhance the human condition. We do this as we always have, through the preparation of leaders; through cycles of research, implementation, and refinement; through service to families, schools, and communities; and through external engagement with professionals, leaders, and policy-makers. The Department of Special Education ranks high in scholarly production and leads in equipping special educators to deliver outstanding education for students with disabilities.  The department has a rich tradition of excellence in teacher education and is routinely ranked as one of the top training programs in the country.  

Qualifications 

Project Management: 

• Work independently and in close collaboration with the Department Chairman, Administrative Officer (AO), and Director of Graduate Studies (DGS), and Professional Program Directors (PD) to manage all matters related to graduate/professional students 
• Coordinate application process by managing graduate/professional student applications in SLATE system for department programs; review applications for completion, monitor activities by DGS and PD and sponsoring faculty, proceed with action to accept or reject 
• Enter Recommendation for Action decision in SLATE on behalf of DGS/DGR and liaison with Associate Deans for Graduate and Professional Studies about admission decisions 
• Assure that appropriate communications regarding acceptance or rejection are transmitted to applicants 
• Prepare files for accepted applicants, noting conditions of acceptance, and post to support grid for financial planning. 
• Answer inquiries from prospective students regarding type of scholarship, tuition costs, health insurance, stipend or salary, source of support, and status of position 
• Assist faculty with review of applications and available positions; obtaining all necessary information regarding prospective students; distribute results of applications 
• Assist with registration as needed for all current students and tracking students from first year to terminal year
• Confirm graduate student course enrollment in YES in planning financial support per semester 
• First contact resource for resolving discrepancies in course credits to student accounts; communicating administrative information about program activities, basic information about curriculum and academic regulations for graduate programs 
• Coordinate and maintain all graduate program communication-related correspondence, files, and records; liaison with staff of Peabody, Graduate School, and other departments in support of program activities 
• Work closely with AO/DGS/PD to resolve problems and assist with all graduate/professional student issues 
• Work closely with Office of Student Accounts to ensure that all graduate students' accounts are charged accurately 
• Maintain student records and prepare reports to document number of graduates per program and/or per year. Compile and maintain historical information for program, school, and governmental benchmarking reports 
• Prepare, coordinate, and handle confidential and sensitive information related to student activities such as tuition awards, grades, recommendations, exams, honor violations.
• Act as department coordinator for Responsible Conduct of Research compliance. 
• Organize, manage and/or direct program social events such as the new student orientations, commencement reception, etc. 
• Update Graduate and Professional Student Handbooks, informational flyers, and facts sheets as needed 
• Update the website, social media channels and develop monthly newsletter

Administration of Graduate/Professional Student Recruitment Process: 

• Organize, manage and direct graduate/professional student recruitment events in collaboration with Peabody's Office of Graduate Studies and the Graduate Schools
• Utilize SLATE system to pull applicant information for interviewing potential students 
• Work with and provide information to appropriate faculty during recruitment time to assist with all administrative needs of recruitment 
• Coordinate prospective student recruitment events and all other student visits 
• Arrange all travel for incoming interviewee students, including hotel and transportation 
• Create itineraries for each student to interview with faculty and current students
• Schedule and coordinate meals and entertainment 
• Host virtual  information sessions and webinars with faculty

Human Resources/Financial:  

• Prepare Graduate Award Forms for approval of tuition and insurance payments; enter on-line payments to Student Accounts system 

Serve as Department Resource:  

• Understand and communicate new/updated policies, procedures, deadlines and timeframes from Peabody's Dean's Office, the Graduate School, International Services Offices, and other related federal or university agencies 
• Attend all appropriate training offered by the University 
• Work closely and provide backup support for the Department of Special Education 
• Perform other departmental duties as assigned 

Supervisory Relationships 

This position will not have any supervisory responsibilities. This position reports administratively and functionally to Special Education's Administrative Officer.   

Qualifications  

• A bachelors degree from an accredited institution of higher education is necessary 
• A masters degree is highly preferred
• Experience in a higher education setting is preferred 
• Strong attention to detail, accurate record-keeping, and the ability to maintain confidentiality are essential, along with adaptability to changing deadlines, demands, and schedules
• Have strong written and verbal communication skills, with the ability to understand and effectively communicate with prospective students and their parents 
• Ability to work both independently and as part of a team is necessary 
• Higher Education background preferred 
• Proficient in Microsoft Office, Adobe, and have database experience 
• Comfort with new technological systems. Adapts easily to changes in technology and process. 
• Ability to work on multiple projects simultaneously 
• Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff 
• Excellent verbal and written communications skills 
• Meticulous attention to detail and organization 
• Great customer service and problem solving skills 
• Dependable, motivated, and willing to learn 
• Positive attitude 

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