Program Specialist - Vanderbilt University

The Program Specialist is in the Dean’s Office in the College of Arts & Science at Vanderbilt University. This position is responsible for supporting Academic Affairs programs and projects, coordinating functions related to the new College Core Office, and providing program support to the Carolyn T. and Robert M. Rogers Center for the American Presidency.



This position will support functions for the Office of Undergraduate Education and Core Office, including the implementation and execution of a new A&S undergraduate general education curriculum, launching in Fall 2025. This position will engage with a wide range of colleagues (senior administrators, faculty, staff, and students) and support the Core course program, the transition to the new curriculum, and the administrative workflow for faculty governance in the Office of Undergraduate Education and across Academic Affairs. The position will support the Rogers Center with coordination of visitors and events. The ideal candidate will possess a thorough understanding of university policies and procedures, finance guidelines, and university governance.



This is an on-campus position, where in-office presence is required at least 4 days per week. A work from home option may be available 1 day per week.



About the Work Unit:



The College of Arts & Science at Vanderbilt University is a highly selective liberal arts college at the heart of a major research university. It seeks to attract a diverse student body of high promise and ability from throughout the United States and the international community. Its mission is to engage in significant and innovative research, scholarship, and creative expression in the humanities, natural sciences, and social sciences, to offer distinguished, well-taught programs of undergraduate and graduate education in the liberal arts and sciences, and to foster service to society overall.



Duties and Responsibilities:



Project and Event Coordination





+ Provide principal programmatic support including event planning, procurement, and execution.[CA1]



+ Provide calendar management for Director, Core Office, and Director, Rogers Center who interact regularly with faculty, staff, students, and senior-level administrators.



+ Oversee development, execution and evaluation of ongoing meetings and events hosted by the Rogers Center and Academic Affairs, including faculty meetings, co-curricular events, and appreciation events.



+ Partner with key offices to ensure successful implementation and evaluation.



+ Distribute assessment tools for core teaching, including consultation with campus partners, managing timelines, scheduling, and drafting reports.



+ Support Assistant Dean with College Scholars and other Honors Program events.





Faculty Affairs





+ Engage regularly with prospective and current faculty teaching in the Core; create a professional and supportive rapport with faculty to facilitate the mission of the Core Office and Academic Affairs.



+ Support course scheduling, develop course platform, and instructional logistics for Core instructors.



+ Prepare documents and materials for faculty governance, including faculty council and faculty meetings.



+ Assist with Office of Undergraduate Education projects related to faculty governance and committees.





Financial





+ Assist Program & Projects Manager with budgetary matters, including expense reports allotted to grant spending.



+ Manage expenses for Core Office and the Rogers Center.



+ Process all procurement purchases and payment, including honorariums, catering and other agreements, and reimbursements.





Other





+ Assist with special projects in the Rogers Center, across Academic Affairs, and the larger Dean’s Office as needed.



+ Other duties as assigned.





Supervisory relationships:



This position has no supervisory responsibilities. This position will report administratively & functionally to the Program & Projects Manager for Academic Affairs.



Education and Certifications:





+ A High School diploma or GED is required.



+ An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is strongly preferred.



+ Knowledge of university workings is strongly preferred.





Qualifications:





+ At least two years of directly related experience is necessary.



+ Three or more years of directly related experience is highly preferred.



+ Experience with faculty is preferred.



+ Strong organizational & analytical skills are required.



+ Resourceful and detail-oriented skills are required.



+ Excellent interpersonal written & oral communications skills are required.



+ Ability to plan, develop, and coordinate multiple projects is required.



+ Ability to work both as a member of a team & independently is required.



+ Microsoft Office proficiency (including Word and Excel) and Adobe Professional is necessary.



+ Experience with REDCap is a plus.



+ Experience with dashboard/data management is preferred.










Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.