Program Coordinator

Short Description for Internal Candidates

Vanderbilt University is a seeking a Program Coordinator to support the Office of Education Design and Development (OEDD) in the Office of the Vice Provost for Faculty Affairs and Professional Education (OFAPE). It is an exciting time at Vanderbilt as the University officially welcomed C. Cybele Raver as its new Provost and Vice Chancellor of Academic Affairs on July 1, 2021. Under the leadership of Provost Raver, the Office of the Vice Provost for Faculty Affairs and Professional Education is leading bold new initiatives and strengthening existing programs. The Program Coordinator reports directly to the Director of the Office of Education Design and Development.

Description for Internal Candidates

Job Description

Vanderbilt University is a seeking a Program Coordinator to support the Office of Education Design and Development (OEDD) in the Office of the Vice Provost for Faculty Affairs and Professional Education (OFAPE). It is an exciting time at Vanderbilt as the University officially welcomed C. Cybele Raver as its new Provost and Vice Chancellor of Academic Affairs on July 1, 2021. Under the leadership of Provost Raver, the Office of the Vice Provost for Faculty Affairs and Professional Education is leading bold new initiatives and strengthening existing programs. The Program Coordinator reports directly to the Director of the Office of Education Design and Development.

This position is critical to carrying out the responsibilities of the office as they relate to supporting educational development and performing administrative and budget-related duties of a confidential nature. The Program Coordinator will support the University’s leadership, faculty and staff across the full range of activities conducted by the OEDD and The Institute for the Advancement of Higher Education (AdvancED).

The Program Coordinator will learn and develop expertise of University policies and procedures, develop expertise in several software programs, manage communications with staff and faculty, and collaborate with OEDD and AdvancED staff. This work involves building and maintaining relationships, engaging with challenging technologies, effective and professional oral and written communication, independent work and self-monitoring, and the ability to carry out confidential and complex tasks. The position also provides administrative support to the unit, including budget tracking, travel planning, expenses reimbursement, data tracking and reporting, scheduling and calendar management.

The Office of the Vice Provost for Faculty Affairs and Professional Education (OFAPE) in the Office of the Provost is led by the Vice Provost for Faculty Affairs and Professional Education (VP). OFAPE exists to support and champion Vanderbilt faculty at every stage of their career and to promote and advise professional academic programs. Vanderbilt University has over 4,000 full-time faculty across ten schools and colleges. Five schools are primarily professional schools, and multiple professional programs reside in four additional schools.

OFAPE includes the Office of Faculty Appointments, the Office of Faculty Development, The Institute for the Advancement of Higher Education (AdvancED), which includes both the Office of Learning Innovation and the OEDD, and lastly, the Office of Academic Program Review, Assessment, and Accreditation (OAPRAA). The OFAPE leadership team includes six directors (one for each of those offices as well as the director for strategy and communications) and two associate provosts (faculty affairs and faculty development).

The Institute for the Advancement of Higher Education (AdvancED) leads cutting-edge, research-backed innovations in pedagogy and student experience. The unit supports and propels Vanderbilt’s faculty to design and lead world-class learning experiences. Within AdvancED, the Office of Education Design and Development fosters scholarly and innovative teaching through programs, resources, collaborations and one-on-one support.

Duties and Responsibilities
 

• Manages the OEDD budget, including any external grants in which the office may participate, by recording, monitoring and reconciling expenses throughout the year.
• Assists staff with various purchases.
• Reviews and approves eProcurement purchases.
• Coordinates travel arrangements for staff.
• Acts as expense delegate for staff to create expense reports for reimbursement.
• Acts as a frontline contact for main office phone and email within the university and with external contacts.
• Assists in the organization and logistics of recruitment and orientation of new staff hires.
• Manages and tracks, under advisement from others in the unit, OEDD program registration and participation.
• Helps manage complex workflows, communicating with stakeholders on status of projects and proposals using software and traditional communications applications.
• Provides logistical support for OEDD’s programs and activities, including scheduling meetings, creating agendas, reserving space, ordering catering, sending calendar invitations, managing consultation scheduling and more.
• Drafts professional and technical communications to internal and external constituencies.
• Plans and supports meetings and trainings with University faculty and staff.
• Serves as Guest Travel Coordinator to support all facets of guest travel.
• Reviews office policies and processes and recommends changes as appropriate.
• Extracts and analyzes data for reports.
• Performs other duties as assigned.

Qualifications

• A bachelor’s degree from an accredited institution of higher education is necessary; a master's degree is preferred
• Certificate(s) or experience in software applications such as Monday, HubSpot and SharePoint and is preferred.
• Ability to think strategically to maintain organization while prioritizing and managing multiple responsibilities and workflows with strict deadlines in a rapidly changing environment is necessary.
• Superior verbal and written communication skills, and the ability to articulate and present information to various and diverse audiences is necessary.
• Demonstrated ability to handle sensitive and confidential information is necessary.
• Willingness to learn and productively engage with changing technology and systems is necessary.
• Ability to work independently and as a member of a great team is necessary.
• Knowledge of Microsoft Office software and apps, in particular: Outlook, Excel, Word, PowerPoint, and Teams is necessary.
• A minimum of three years of administrative experience is necessary.
• One to three years’ related experience in higher education is strongly preferred.
• Familiarity and experience with a wide range of administrative support functions is strongly preferred.