Position Summary:

The Program Coordinator is part of the History Department, in the College of Arts and Science, at Vanderbilt University, and is a key individual contributor responsible for managing the administration of the graduate program- both PhD and internal 4+1, department events, and related activities. The primary responsibilities of the position include support of the graduate program, coordinating graduate and departmental events, scheduling, booking travel, supervising the undergraduate program specialist, managing the graduate student workers, and serving as the department procurement requestor. Reporting directly to the Administrative Manager in the History Department, and working closely with the Director of Graduate Studies, and the Associate Department Chair, this position requires a thorough understanding of University policies and procedures.

About the Work Unit:

History has been an integral part of the undergraduate and graduate curriculum at Vanderbilt since the University was founded, in 1873. The Department of History has 43 full-time faculty members that teach an array of courses, and work extensively on research projects. The undergraduate program attracts over 150 majors, and the graduate program enrolls 10 students annually, on average, in a variety of fields. The Department hosts several lecture series with prestigious guests throughout the Academic Year.

Key Functions and Expected Performance:

Graduate Program

Handles the administration of the PhD graduate program and internal 4+1 master’s program
- Work closely with the Director of Graduate Studies and Director of Graduate Admissions
Primary administrative oversight of students and programs
Works closely with the Director of Graduate Studies, Graduate School, and students to track progress towards matriculation, schedule comprehensive exams, dissertation defenses etc.
Serves as a point of contact for the Ph.D. program to both current and prospective students
Maintaining calendar of various deadlines related to the program
Management and organization of admissions and recruitment processes; coordinate annual orientation
Schedule exams and defenses; graduate course scheduling
Prepare Graduate Award Forms (GAF’s) each semester
Process student payroll including stipends and teaching assistant assignments
Diligent record keeping for all graduate student and program files
Point of contact for graduate student inquiries and graduate student organizations
Assist in processing all required forms for graduate program
Work with Financial Unit Manager to process departmental graduate support funds

Event Planning

Manage a diverse range of events, such as guest speaker sessions, Symposia, an annual speaker series, graduation party, webinars, etc., ensuring their successful execution and impact.
Budgeting for all events.
Coordination of logistics for all events (venue booking, scheduling speakers, A/V support, catering, etc.).
Marketing and Publicizing events

Management

Mentor the Administrative Specialist in the Department
Supervise and mentor graduate student workers

Finance & Other

Reconcile One Card
Expense delegate for faculty and students, as needed.
Assist the Financial Unit Manager (FUM) with budgeting for the department, particularly with regards to events & seminars.
Problem Solve
Additional Duties as Assigned

Supervisory Relationships:

This position has supervisory responsibility over the Administrative Specialist and graduate student workers. This position reports to the Administrative Manager of the History Department.

Education and Certifications:

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

Experience and Skills:

Strong organizational & analytical skills is necessary.
Two years of experience is preferred.
Resourceful and detail-oriented is necessary.
Excellent interpersonal written & oral communications skills is necessary.
Ability to plan, develop, and coordinate multiple projects is preferred.
Ability to work both as a member of a team & independently is necessary.
Microsoft Office proficiency (including Word and Excel) is strongly preferred.
Adobe Professional is preferred.

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.