Program Coordinator

Vanderbilt University•Nashville, TN

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 the Administrative Officer, to whom it reports, 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 graduate student progress; coordinates examinations and dissertation defenses; assists with international student and scholar paperwork; and helps develop and conduct a mathematics workshop for incoming students. The role also monitors program budgets, processes reimbursements and financial transactions, coordinates fellowship and endowment expenses, manages student stipends and awards, and responds to graduate payroll questions. Administrative duties include maintaining graduate program website content, compiling teaching assistant preferences, supporting graduate applications through SLATE, and leading prospective-student recruitment and department events. The position may perform other tasks 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.
At least two years of professional experience.
Knowledge of University policies, processes, and procedures.

Responsibilities

Serve as the primary administrative point of contact for graduate students, faculty, staff, and prospective students.
Work with the Director of Graduate Studies, Graduate School, and enrolled students to track progress toward matriculation and coordinate comprehensive exams and dissertation defenses.
Assist with visa and International Student and Scholar Services paperwork for international students and scholars, including sponsor letters and visa-related documents.
Assist the Director of Graduate Studies in developing and conducting the mathematics workshop for incoming students.
Facilitate communication and announcements between 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 and coordinate expenses related to graduate-program endowments, fellowships, and student employment.
Process graduate prize and award forms, student stipends, and graduate award entries for tuition, health insurance, and fees; ensure student accounts are charged accurately.
Serve as an administrative point of contact for graduate student payroll questions.
Maintain graduate program content on the department website.
Gather faculty and student teaching assistant preferences and compile them to support the Director of Graduate Studies in making graduate work assignments.
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.