Manager for Academic Program Support Services, Law School

The Law & Business Program offers an innovative, intensive upper-level curriculum to students interested in a career in business law.
The program allows students to build expertise in business law, corporate management, accounting and finance by choosing among an extensive array of elective courses, including intensive transactional courses and seminars, without extending their studies beyond the normal three-year J.D. program. Law and Business students take five required core classes and then pursue an elective curriculum specifically designed to produce lawyers who understand the complexities of corporate governance, finance and accounting.

The Branstetter Litigation & Dispute Resolution Program grew out of a nationwide consumer class action settlement. The supervising court directed a $3 million cy pres award to the Law School to endow a program in litigation and dispute resolution to help train the nation's next generation of dispute resolvers. The Branstetter Program achieves the goals of the cy pres award through a rich and varied curriculum, robust discussions among scholars, practitioners, and students, and ambitious research and scholarship.
The Vanderbilt Intellectual Property Program (VIPP) prepares Vanderbilt law graduates to meet the challenges of intellectual property. Emerging technologies are transforming the role communications networks and content play in our lives, and information has become globally accessible. Attorneys must be prepared to navigate an expanding array of rapidly evolving legal regimes. Clients need lawyers who are well prepared to help them thrive in this dynamic environment. Students learn IP law basics and explore advanced topics with world-class scholars and practitioners.

The Vanderbilt Project on Prosecution Policy (VPOPP) is a nonpartisan network of prosecutors, researchers, students, and other stakeholders dedicated to improving individual and collective outcomes in the criminal justice system. The Project supports communities that traditionally have been overlooked by national policy centers. Through trainings, research, conferences, and technical assistance, VPOPP engages criminal justice leaders, particularly prosecutors in the South, to develop and implement policies and programs that reduce unnecessary incarceration and promote public safety.

The Manager for Academic Program Support Services is the leader of the Academic Program Support team and is part of teams for the Law and Business Program, the Branstetter Litigation Program, the Vanderbilt Intellectual Property Program, and the Vanderbilt Project on Prosecution Policy in the Law School at Vanderbilt University. This position is responsible for providing strategic leadership and management of day-to-day operations of all academic programs and services delivered for all academic areas except for the George Barrett Social Justice Program, the Public Interest Program and the Ph.D. Program in Law & Economics. This position provides continuity of knowledge and program integrity as new directors are appointed and assume their new leadership role. The Manager for Academic Program Support Services reports functionally to the Director of the Law and Business Program and the Director of the Branstetter Litigation Program and reports administratively to the Administrative Officer for Faculty Support Services.

This position is deemed to be in-person at least 4 days a week on campus with ability to work 1 remote day each week.

The Academic Program Support team provides strategic leadership and management of day-to-day operations of the programs and services delivered for 13 academic program areas, program directors, participating faculty, and students.

Key Functions and Expected Performance:
Program Support Staff Manager (20%)
• Responsible for providing strategic leadership and management of day-to-day operations of the programs and services delivered.
Position Description
• Supervise, train, and administer policies for 3 program support staff
• Coordinate workflow for 13 academic programs and associated faculty
• Provide training, administer policies, monitor attendance, and approve timecards for program support staff
• Make hiring recommendations for program support staff in consultation with the Administrative Officer and Assistant Dean for Personnel Services
• Work in coordination with Administrative Officer to ensure appropriate cross-training and coverage, and to make changes to faculty support assignments on an annual basis, as new faculty are hired, and/or as new academic programs are established
• Review operating procedures and processes and recommend changes as appropriate
• Provide guidance to coordinators to:
o Develop and successfully execute all program events and initiatives
o Develop, manage, and implement public relations efforts for program events (including publicizing and social media)
o Organize, update, and maintain academic program information and websites
o Monitor monthly expenses and prepare expense reports and other expense transactions for all program activities
o Develop plans, goals, and objectives of programs in accordance with mission and in consultation of program directors
• Coordinate and assume responsibility for programs and special related projects at request of faculty or program director(s)
• Ensure administrative accuracy and integrity of academic programs

Program Planning and Financial Management (15%)
• Ensures that events and all program activity is executed on or under budget as well as provide the necessary oversight of each program budget and related expenditures to ensure proper fiscal controls
• Processes all expense and income transactions for all program activity according to university and program guidelines
• Writes specifications, negotiates and monitors agreements for the procurement of services and supplies, according to University purchasing policies and guidelines
• Maintains appropriate backup documentation of all financial activities and forms; reconcile financial documentation to electronic financial ledgers and manage filing system in compliance with the University's Document Filing and Record Retention Policy

Conference, Workshop and Visiting Speaker Management (Domestic and International) (20%)
• Oversees the development and execution of the overall plan (both logistically and strategically) necessary to successfully carry out all conferences and workshops
o Develop registration materials/invitations, etc.; manages attendee registration, travel, hotel, catering, venue selection, speaker contracts and arrangements, AV/space logistics, participant materials/handouts/posters; on-site coordination, wrap up and expense reimbursement; and all wrap up details, etc.
o Handles communications with co-sponsors (i.e., foreign universities and law firms) to facilitate overall conference details; facilitate passport/visa requirements; and process reimbursements requiring foreign money exchange and special payments to foreign vendors
• Develops, manages and implements public relations efforts for the event or program
o Manages the dissemination of news and information about the event to relevant audiences (both internally and externally); handles media inquiries, the general public, and academic and educational community
o Determines outreach efforts to maximize the guest speaker’s visit to the Law School (i.e., coordinate with other units, organizations, individuals to get the maximum exposure and institutional benefit)
o Makes application for CLE certification for conferences and certifies attendance in Tennessee and other jurisdictions. Acquires knowledge about CLE requirements both in the state of Tennessee and other relevant jurisdictions to assure compliance and to potentially tailor programming to meet these needs where possible
o Solicits co-sponsorship from law student organizations and assigns work to student members assisting with the conference/event
• Maintains the database of over 4,000 alumni and practitioners for use in the dissemination of news and information about events and program activity
• Manage guest office assignments for visiting speakers, faculty, course instructors

Management of Programs for Branstetter and Law and Business (45%)
• Provide routine reports to the directors of Branstetter and Law & Business programs based on unique program
initiatives including quarterly financial reports; provide analysis of program activity data against goals objectives and timelines including historical data; assists in preparing annual report to the court to support continued operations and funding support
• Manage two separate program budgets totaling $770,000 annually. Assists program directors in making decisions on allocation of funds throughout the year
• Develops long range strategic plans, goals and objectives in accordance with program missions and in consultation with individual faculty program directors
• Research trends and implements strategies to promote continued improvement, growth and expansion of the event or program/service, and income growth
• Assists with the onboarding process for new and continuing program adjuncts and short course visitors (COI disclosures, university permissions, and other requirements as needed for teaching instructors)
• Coordinates visit arrangements (including teaching role, faculty workshop, pre/post dinner for guest professor, and other special arrangements tied to their visit)
• Facilitates travel, hotel, and reimbursement arrangements (in conjunction with teaching program and program activities) adhering to Law School and Vanderbilt travel policies
• Coordinates with instructor and Law School academic dean to ensure that syllabi and teaching materials meet ABA regulations. Assist with obtaining final grades and submission in a timely manner
• Assists with administering instructor course evaluations and conducts informal review with program director(s) to aid in making determinations for next AY teaching assignments

Supervisory Relationships:
This position supervises three (3) program coordinators. The position reports administratively to the Administrative Officer for Faculty Support Services and functionally to the Director of the Law and Business Program and the Director of the Branstetter Litigation Program.

Qualifications:
• A bachelor’s degree or the equivalent and a minimum of 5-7 years of relevant experience are required.
• Experience in a higher education setting is preferred.
• Experience successfully leading a team is preferred.
• Strong interpersonal and communication skills are necessary.
• Demonstrated high levels of integrity, honesty, and openness to create strong and enduring collaboration is necessary.
• Ability to make sound administrative and procedural decisions using a high level of discernment is necessary.
• Ability to perform complex tasks and to prioritize multiple projects is necessary.
• Ability to provide technical advice and information to staff in area of expertise is necessary.

Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are.  We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

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.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.