Program Manager, Vanderbilt Florida Institute for Engineering Innovation

Vanderbilt University•Nashville, TN

8d•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 hands-on, high-autonomy role supports the Institute during its startup phase by providing executive and administrative support while leading the launch of its first short certificate and non-credit course offerings. Responsibilities include developing industry partnerships, recruiting instructors, and coordinating venues and course logistics. As the Institute grows, the role is expected to support development of future master's and Ph.D. programs and provide guidance and oversight to an administrative assistant. The position may be based in Nashville, Tennessee, or South Florida, with hybrid arrangements available from either location. Occasional travel between the two regions is required to support Institute programs, partner meetings, and leadership engagement. Local travel within the West Palm Beach area may also be needed for venue and partner meetings.

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 and 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.
Experience building relationships with external partners, such as industry partners or vendors.
Experience in higher education, professional or continuing education, or workforce development.

Responsibilities

Provide day-to-day administrative support to the Executive Director, including preparing slide decks, presentations, and briefing materials for internal and external audiences.
Prepare flyers, brochures, and other promotional materials for Institute programs and events.
Manage the Executive Director's scheduling and calendar during the Institute's startup phase, prioritizing requests and ensuring follow-through.
As an administrative assistant is added, transition day-to-day administrative and scheduling work to that role and provide guidance and oversight.
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 relationships in the West Palm Beach region and beyond to support course development, sponsorship, and enrollment.
Schedule meetings between Institute leadership and prospective industry partners and prepare briefing materials and agendas.
Identify, recruit, and hire faculty and subject-matter experts to teach short courses; manage contracts, scheduling, and logistics.
Oversee course instructors and provide feedback to support quality, consistency, and adherence to Institute standards.
Coordinate with hotels and event venues in the West Palm Beach area to secure course space, negotiate rates, and manage logistics within budget.
Track and manage course development and delivery budgets, ensure adherence to approved funding, and flag variances to the Executive Director.
Recommend improvements to courses based on participant feedback and enrollment outcomes.
Support Institute communications and marketing materials, including website content, in coordination with university marketing resources.
Track Institute metrics, such as course enrollment, industry partnerships, and participant outcomes, and prepare regular reports for leadership.
Help establish administrative processes, procedures, and systems for the newly forming 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 in coordination with Admissions, the Graduate School, and academic departments.
Assist with recruiting activities for future graduate programs, including prospective student outreach and recruitment events.
Support faculty research hiring processes by coordinating search logistics and candidate visits.
Perform other duties supporting the Institute's mission and strategic priorities as assigned by the Executive Director.