Program Coordinator - Vanderbilt University-New York City

Vanderbilt University•New York, NY

About The Position

The Program Coordinator works closely with the Senior Associate Provost (SAP) to support key operational and programmatic functions for the Office of Undergraduate Education (OUE) on Vanderbilt University-New York City campus. Reporting directly to the Senior Associate Provost, this role supports the implementation of undergraduate academic and co-curricular programming in New York City and contributes to building the foundational systems and processes for a new and growing campus environment. In partnership with the Senior Associate Provost and OUE colleagues, the Program Coordinator supports scheduling and logistical planning for academic programs and student-facing activities on the Vanderbilt University-New York City campus. The role assists with academic and events calendars, supports campuswide communications, and serves as a professional point of contact for faculty, students, staff, and external partners. The Program Coordinator also supports logistics for visiting faculty and speakers and contributes to workflows related to campus access, space use, and housing arrangements. The Program Coordinator provides operational and administrative support for routine financial and procurement activities related to Vanderbilt University-New York City programming, including tracking payments, assisting with vendor processes, and supporting compliance with institutional policies. This position works closely with Nashville-based OUE teams, Finance, Procurement, and other university partners to ensure consistency and smooth day-to-day operations across both campuses. This role requires strong communication skills, sound judgment, and attention to detail in a dynamic, fast paced environment. The Program Coordinator handles sensitive information with discretion and professionalism and contributes to efficient operational practices that support student success and advance OUE’s undergraduate mission as Vanderbilt University expands its presence in New York City.

Requirements

A bachelor’s degree or equivalent work and/or military experience is required.
A minimum of 5 years of progressively responsible administrative experience supporting senior or executive-level leaders is required.
Excellent written and verbal communication skills.
Strong organizational and time management skills, with the ability to manage multiple priorities under tight deadlines.
Demonstrated ability to exercise sound judgment, discretion, and tact in handling sensitive matters.
High level of attention to detail and accuracy, particularly in managing financial transactions, reconciliations, and compliance-related processes.
Working knowledge of financial processes, including experience with invoices, payments, account reconciliations, and student receivables.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration platforms such as Zoom and Teams.
Openness to the use of AI to streamline workflows and enhance work efficiency.
Strong people skills and the ability to work independently within established guidelines and as part of a collaborative team.
Demonstrated ownership of day-to-day operational details that elevate the overall experience and effectiveness of the office.
Consistently maintains a positive, welcoming, and professional demeanor in all interactions, contributing to a collegial and supportive office environment.

Nice To Haves

Prior experience in higher education or within a large, complex organization is strongly preferred.

Responsibilities

Coordinate and support the development and implementation of communications for students, faculty, staff, and external partners related to academic programming, events, and campus initiatives, including email, flyers, supporting office communication, social media.
Provide day-to-day coordination and administrative support to the Senior Associate Provost, working closely under their direction to ensure meetings, communications, and priorities align with strategic goals for the Vanderbilt University-New York City campus.
Serve as a professional point of contact and representative of OUE, cultivating strong relationships with internal and external stakeholders on the Vanderbilt University-New York City campus.
Track and coordinate follow-up and information sharing with faculty, students, alumni, and partners to support timely action and clarity across campus activities.
Provide calendaring and scheduling support for the Senior Associate Provost.
Support planning and execution of NYC campus events, academic programs, and student-facing activities, including scheduling, space coordination, and vendor or catering arrangements.
Maintain and update a comprehensive NYC academic and events calendar, coordinating closely with faculty, staff, academic units, and campus partners to avoid conflicts and ensure alignment.
Coordinate logistics for visiting faculty, speakers, and external guests, ensuring smooth engagement with academic and co-curricular activities.
Coordinate timelines, workflows, and deliverables for key academic and operational initiatives on the Vanderbilt University-New York City campus.
Develop and maintain coordination tools, including checklists, project plans, and progress tracking to support planning, reporting, and leadership decision-making.
Support the design and coordination of student-facing academic and co-curricular programs in New York City.
Provide financial and procurement coordination support for Vanderbilt University-New York City programs, including initiating and tracking payments, reimbursements, purchase orders, and One Card transactions in Oracle.
Assist with invoice processing, vendor payments, routine budget tracking, providing updates to the Senior Associate Provost and OUE leadership as needed.
Ensure compliance with university procurement, travel, financial policies across Vanderbilt University-New York City activities by following established processes and escalating questions appropriately.
Handle sensitive academic, personnel, financial, and strategic information with professionalism, discretion, and sound judgment.
Uphold university policies and represent OUE’s mission and values in all interactions.