Program Coordinator

Vanderbilt University•Nashville, TN

4d•Onsite

About The Position

The Program Coordinator is part of the Peabody Campus in Vanderbilt University's College of Arts and Science and coordinates the Ph.D. programs in Political Science and Classical & Religious Studies. The role works directly with the Director of Graduate Studies and Administrative Officer, reports to the Administrative Officer, and supervises two Program Specialists. It requires a thorough understanding of University policies and procedures. The coordinator supports graduate students, faculty, staff, and prospective students; tracks student progress toward matriculation; coordinates comprehensive exams and dissertation defenses; assists with international student and scholar services paperwork; and supports the incoming-student math workshop. The role also manages program communications, budgets and financial transactions, stipends and student awards, payroll questions, website content, teaching assistant preference collection, graduate recruitment and application processing, and department events. Other tasks may be assigned as needed.

Requirements

High school diploma or GED required.
Strong interpersonal communication skills.
Ability to perform complex tasks and prioritize multiple projects and competing deadlines.
Demonstrated ability to work independently and in a team setting.

Nice To Haves

Bachelor’s degree from an accredited institution of higher education preferred.
At least two years of professional experience preferred.
Knowledge of University policies, processes, and procedures preferred.

Responsibilities

Serve as the primary administrative point of contact for graduate students, faculty, staff, and prospective students in the graduate programs.
Work with the Director of Graduate Studies, the Graduate School, and students to track progress toward matriculation and schedule comprehensive exams and dissertation defenses.
Assist with visa and International Student and Scholar Services paperwork for international students and scholars, including sponsor-required letters and visa documentation.
Assist the Director of Graduate Studies in developing and conducting the math workshop for incoming students.
Facilitate communication and announcements among program participants and departmental leadership.
Monitor and reconcile program budgets, track spending, process expense reimbursements, and manage financial transactions in systems such as Oracle and Concur; assist with graduate fellowship costs.
Coordinate graduate-program expenses with financial staff, including expenses related to endowments that fund student fellowships and employment.
Process graduate prize and award forms, student stipends, and graduate award entries for tuition, health insurance, and fees; ensure accurate charges to student accounts.
Serve as an administrative contact for graduate student payroll questions.
Manage graduate-program content on the department website.
Collect faculty and student teaching assistant preferences and compile them into a spreadsheet to support the Director of Graduate Studies' assignment decisions.
Lead coordination and implementation of prospective graduate student recruitment.
Process or assist departments with the SLATE graduate application system.
Serve as lead administrator for department events.
Supervise two Program Specialists.
Perform other tasks as needed.