Graduate Admissions Coordinator

Position Summary:

The Admissions Coordinator for the Office of Graduate Admissions at Vanderbilt University is a key individual contributor, jointly responsible for managing all day-to-day administrative support activities related to the Graduate Admissions Leadership Team, academic departments and student experience, strategy functions of the office, and to other programmatic areas as assigned. This position has operational coordination, administrative support, and project management responsibilities. Reporting directly to the Associate Dean for Enrollment Management and Director of Graduate Admissions, the Admissions Coordinator serves as a primary point of contact regarding all the ways the public can apply for admission to the Graduate School. The position has direct administrative contact with other campus offices, individuals, and with external institutions and organizations on a range of issues. The Admissions Coordinator will function as a trusted aide, liaison, and representative in professional and organizational matters to all members of the Graduate School and admissions team. The Admissions Coordinator must use independent judgment and initiative to manage day-to-day office situations related to all campus visitors and teams within the graduate school.

About the Work Unit:

The Graduate School Office of Admissions and Enrollment at Vanderbilt University is a critical unit within University Enrollment Affairs that contributes to the entire Vanderbilt community. The Office also believes that a part of its responsibility is to contribute to a community where students, staff, and faculty of differing backgrounds, viewpoints, and life experiences learn about and from each other in classroom settings as well as throughout the entire campus. It strives to ensure that the composition of the Graduate School staff reflects its commitment to these values. 

Key Functions and Expected Performance: 

• Takes initiative in overseeing daily activity in the office and within the team. 
• Assists the office with strategizing goals, campus tours, application training sessions, and recruitment and event planning. 
• Responds to student inquiries regarding campus visits, application status, application requirements, and facilitates communication between applicant and department faculty/staff. 
• Seeks and attends professional development opportunities throughout the year. 
• Maintains the Graduate School website to verify accuracy of content and to update information. 
• Process decisions, create events, mailings and approve users throughout the year via Slate. 
• Travel for recruitment as needed.
• Co-manage summer research and pipeline initiative programs. 
• Other duties as assigned. 
• Position is in-person with a limited hybrid schedule currently (subject to change at any time).

Perform administrative duties in support of the department: 

• Performs related commencement, convocation and various receptions and activities as required.
• Participates in testing and training as systems are implemented and upgraded.
• Consults with supervisor regarding notable exceptions to established university policy and procedure. 

Supervisory Relationships: 

This position does not have supervisory responsibilities and reports administratively and functionally to the Associate Dean of Graduate Enrollment and Director of Graduate Admissions. 

Education and Certifications: 

• Bachelor degree from an accredited institution of higher education is necessary. 
• Must have and maintain a valid driver license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.

Special Instructions:

• Please include a cover letter, along with your resume for the hiring manager to review.

Experience and Skills: 

• As a salaried (exempt) position, ability to work nights and weekends is necessary, especially in key times of the application cycle. 
• Ability to use independent judgment and to manage and impart confidential information is necessary.
• Skill in examining and improving operations and procedures, formulating policy, and developing and implementing new strategies and procedures is preferred. 
• Ability to analyze and solve problems is preferred. 
• Conflict resolution and/or mediation skills are preferred. 
• Word processing and/or data entry skills are preferred. 
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software are preferred. 
• Organizing and coordinating skills are preferred. 
• Effective verbal and written communication skills are necessary. 
• Experience with the Slate CRM is preferred. 
• Basic web design and editing skills preferred. 
• Previous full-time work experience in an office environment preferred.