Program Manager, Vanderbilt Florida Institute for Engineering Innovation

Vanderbilt University • Nashville, TN

2h • Hybrid

About The Position

The Program Manager is the founding operational team member for the Florida Institute for Engineering, Innovation, Education, and Research. Reporting directly to the Executive Director, this high-autonomy role provides executive and administrative support while leading the launch of the Institute’s first short certificate and non-credit courses, including partner development, instructor recruitment, and venue logistics. As the Institute grows, the position is expected to support development of future master’s and Ph.D. programs and may supervise an administrative assistant. The role may be based in Nashville, Tennessee, or South Florida, with hybrid arrangements available from either location. Occasional travel between the regions is required, as well as local travel in the West Palm Beach area as needed.

Requirements

• Bachelor’s degree required.
• At least 3 years of relevant program coordination, project management, or administrative/executive support experience.
• Strong proficiency in PowerPoint and related presentation/design tools.
• Excellent written and verbal communication skills, including the ability to prepare polished materials for executive and external audiences.
• Ability to work independently and manage ambiguity in a fast-paced, startup-like environment.
• Strong organizational skills and ability to manage multiple concurrent priorities and deadlines.
• Willingness to travel locally within the West Palm Beach area as needed for venue and partner meetings.

Nice To Haves

• Master’s degree preferred.
• Experience building relationships with external partners, such as industry partners or vendors, strongly preferred.
• Experience in higher education, professional/continuing education, or workforce development preferred.

Responsibilities

• Provide day-to-day administrative support to the Executive Director, including preparing slide decks, presentations, and briefing materials.
• Prepare promotional materials such as flyers and brochures for Institute programs and events.
• Manage the Executive Director’s scheduling and calendar, prioritizing competing requests and ensuring timely follow-through; later transition these duties to an administrative assistant and oversee their work.
• Plan and launch short certificate and non-credit courses, managing timelines, budgets, and deliverables from concept through the first offering.
• Identify, research, and cultivate industry partnerships to support course development, sponsorship, and enrollment.
• Schedule meetings with prospective industry partners and prepare related briefing materials and agendas.
• Recruit and hire faculty and subject-matter experts to teach short courses, and manage their contracts, schedules, and logistics.
• Oversee course instructors and provide feedback to ensure quality, consistency, and adherence to Institute standards.
• Coordinate with West Palm Beach-area hotels and event venues to secure course space, negotiating rates and logistics within budget until a permanent facility is available.
• Track course development and delivery budgets, ensure adherence to approved funding, and flag variances to the Executive Director.
• Recommend course improvements based on participant feedback and enrollment outcomes.
• Support development of Institute communications and marketing materials, including website content, in coordination with university marketing resources.
• Track Institute metrics, including course enrollment, industry partnerships, and participant outcomes, and prepare regular leadership reports.
• Help establish administrative processes, procedures, and systems for the new academic unit.
• Coordinate with university procurement, legal, finance, and other offices on contracts, vendor agreements, and compliance matters.
• Support planning for future master’s and Ph.D. programs, coordinating with Admissions, the Graduate School, and academic departments on program design and approvals.
• Assist with future graduate program recruitment, including prospective student outreach and recruitment events.
• Support research faculty hiring by coordinating search logistics and candidate visits as the Institute expands.
• Perform other duties in support of the Institute’s mission and strategic priorities as assigned by the Executive Director.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level