Program Specialist

Vanderbilt University • Nashville, TN

4d • Onsite

About The Position

The Program Specialist is responsible for the administrative functions of the undergraduate programs within the Peabody structure at Vanderbilt University's College of Arts & Science. This role supports the undergraduate programs in Classical Studies, Religious Studies, and Political Science. The Specialist will report to the Program Coordinator and collaborate with Directors of Undergraduate Studies, faculty, staff, and students. A strong understanding of University policies and procedures is essential. The Peabody structure houses three departments with full-time faculty engaged in teaching and research, and hosts various undergraduate events, guest speakers, and field trips.

Requirements

• Strong interpersonal communication skills is necessary.
• Demonstrated ability to work independently and collaboratively is necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• Ability to analyze and solve problems in a timely manner is necessary.

Nice To Haves

• A Bachelor’s degree from an accredited institution of higher education is preferred.
• Experience working in a higher education/academic setting is preferred.
• Knowledge of University policies, processes, and procedures is preferred.

Responsibilities

• Manages administrative processes for the undergraduate programs in the Peabody structure (50%)
• Processes major/minor declarations, advisor assignments & other forms and inquiries such as independent study and grade changes.
• Manages enrollment functions via Peoplesoft.
• Processes end of the year prizes/awards for undergraduate students.
• May assist with SACS reports for the undergraduate programs.
• Maintains the major and minor department listservs for undergraduate programs.
• Works closely with Directors of Undergraduate Studies (DUS) to track undergraduate data and support program needs.
• Assists the graduate Academic & Educational Support Program Coordinator.
• Distributes regular communications to undergraduate students, including producing weekly newsletters and announcements.
• Collects scheduling information for the undergraduate programs for each semester and summer sessions.
• Enters large complex schedules in CPI (coordinating special cases such as cross-listings, eligibility for other majors, new courses, etc.).
• Updates course/instructor/classroom information as needed.
• Reviews and proofs academic schedules on YES and works with Academic Services and the URO on changes.
• Submits TA/Course Assistant/Course Coordinator/Grader assignments to the URO to ensure access and integration with Brightspace, YES, and the Course and Teaching Evaluation System.
• Assists with special projects and requests (i.e. Maymester).
• Course Procurement, One Card purchasing and Guest Travel Coordinator.
• Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and classroom guests.
• Coordinate classroom speakers and multiple undergraduate events for large groups.
• Hires and supervises undergraduate student workers – including approval of timecards.
• Additional duties as assigned.

What This Job Offers

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