Program Coordinator in the BRET office

The Program Coordinator is a part of Office for Biomedical Research Education (BRET) and Training within the School of Medicine’s Vanderbilt Basic Sciences and is responsible for managing the several key functions and operations of the BRET office.  This position will work independently and in collaboration with the Assistant Director of Postdoctoral Support within the work unit. This position will report to the Assistant Director of Postdoctoral Support. 

Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations as well as other tasks assigned. The position will function with a high degree of understanding of university life, policies, and procedures. 

Duties and Responsibilities 
 

Research Trainee Appointments 

 
Postdoctoral appointments 

Review and approve postdoc appointment and reappointment requests for the School of Medicine (Basic Sciences and VUMC).  

Serve as the School of Medicine Point of Contact (SPOC) for the School of Medicine (VU & VUMC) department administrators and the Office of Postdoctoral Affairs. 

Manage timely communication flow of appointment and termination process for annual appointments per year with 34 different departments. 

Compile data monthly on postdoc appointments and analyze for program outcomes and communications.  

Review Postdoc Individual Development Plan and report for further assessment by the Assistant Director of Postdoc Support 

Develops and maintains BRET postdoctoral website. 

Collaborate with Assistant Director of Postdoctoral Affairs to resolve issues and support trainees with their concerns. 

Collaborate with Director of Trainee Engagement and Well-being to resolve issues and support trainees 

Short-term research appointments  
 

• Manage intern appointments for 4 departments and summer programs in the Basic Sciences. 

• Build and maintain intern appointment management system in Redcap to ensure timely processing. 

• Ensures compliance with safety training for interns and observers. 

• Ensures compliance of Protection of Minors policy when minors are appointed as intern or observer in a VU lab. 

• Develops and maintains BRET Short-Term Research Experience website. 

Workday identities of BRET trainees 
 

• Execute request for provisioning electronic identity for graduate students who train in VUMC-based laboratories in electronic software tool, Workday. 

• Facilitate the termination of dual ID for BRET graduate students upon withdrawal or graduation 

• Work closely with administrators to transition BRET students to VUMC departments when a VUMC postdoctoral position is secured by a graduating BRET student. 

BRET Operations 

• This position will coordinate and perform a diverse set of tasks to support the work of the BRET faculty and staff. Responsibilities include contributing to the logistics and operations for one-time and recurring events to support the biomedical research graduate and postdoc training. This position will interface with a wide constituency of partners across the school and university. 

• Serve as key office procurement requester and One Card holder, assessing supply needs of the office and ordering as needed. 

• Provide logistic support as needed for special events for the BRET office (annual retreats, career symposia, orientations, annual celebrations such as Simple Beginnings, open houses, and site visits).  

• Serve as guest travel coordinator (e.g., book transportation and lodging, create itineraries, etc.) for a variety of events (recruitment, site visits, guest speakers, etc.) 

• Create marketing pieces for various student events using Canva and other online platforms. 

• Maintain listservs and email groups for various committees and groups. 

• Understands and communicates new/updated policies, procedures, deadlines and timeframes from the Office of Postdoctoral Affairs, VUMC’s Medical Center Relations, International Student Services Offices, and other related federal or University agencies 

• Attends School and University meetings related to the position 

• Attends all appropriate training offered by the University 

• Perform other departmental duties as assigned 

Qualifications 

• Two to four years of relevant experience (preferred). 

• Bachelor’s Degree required 

• Proficiency in Microsoft Office Suite and Adobe is necessary. 

• Comfort with new technology systems and adaptability to technological changes is necessary. 

• Ability to handle multiple projects concurrently is necessary. 

• Professional and pleasant attitude with tact, diplomacy, and judgment in interactions with students, faculty, and staff is necessary. 

• Strong organizational and critical thinking skills are necessary. 

• Excellent verbal and written communication skills are necessary. 

• Experience working effectively with senior leadership (preferred). 

• Experience in a higher education/academic environment (preferred). 

• Meticulous attention to detail and organization. 

• Dependable, motivated, willing to learn, and a positive team player. 

Expectations 

• The balance between performing job duties remotely, on campus, or at other venues (e.g., at occasional off campus events) will be determined by the nature of ongoing duties and activities in advance agreement with the program leaders and by current institutional policies at the time.  

• Independently prioritize duties and tasks to ensure that deadlines are met. 

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, affirmative action 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.