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Program Coordinator, Garland Hall

Employer
Vanderbilt University
Location
Nashville, Tennessee
Closing date
Nov 4, 2021

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Position Type
Other
Hours
Full Time
Organization Type
Academic
The Program Coordinator is located in Garland Hall in the College of Arts & Science at Vanderbilt University. This position is responsible for the administrative functions of the Ph.D. programs in Garland Hall, and works closely with the Directors of Graduate Studies (DGS) on student recruitment, student registration, student trainings, qualifying exams, dissertation, etc. The Program Coordinator will report directly to the Administrative Manager and indirectly to the Chair and DGS. This position will engage with a wide range of colleagues/coworkers (faculty, postdocs, students, and staff), in various areas/central offices. The position requires a thorough understanding of University policies and procedures.
Garland Hall is comprised of 3 departments including Anthropology, Religious Studies, and Sociology. Garland Hall has over 40 full-time faculty members that teach an array of course, and work extensively on research projects. The Departments host several lecture series, with prestigious guests through the academic year, as well as various workshops and seminars.
Duties and Responsibilities
- Primary administrative oversight of students and programs
- Serves as a point of contact for the Ph.D. program to both current and prospective students
- Works closely with the Director of Graduate Studies, Graduate School, and students to track progress towards matriculation, schedule comprehensive exams, dissertation defenses etc.
- Helps with student registration
- Coordinates and administers the Preliminary Exams
- Assists incoming students with necessary steps for enrollment and matriculation
- Coordinates prospective graduate student recruitment
- Assists department with SLATE graduate application system
- Monitors enrollment and helps prospective applicants with questions about the program and application process
- Organizes student and faculty preferences for teaching assistant positions, and compiles the necessary scheduling information to assist the DGS with assigning TAs to courses
- Prepares Graduate Award Forms (GAF's) each semester
- Calculates and processes student payroll including stipends and teaching assistant assignments
- Tracks fellowships and awards on endowments/grants for Ph.D. students
- Processes all reimbursements for graduate student trips paid for by Vanderbilt and various travel grants
- Supports Chair, Vice Chair, Administrative Manager, and faculty with various administrative duties
- Assists the Financial Unit Manger (FUM) with budgeting for the department, particularly with regards to events and seminars
- Coordinate and delegate departmental events (seminars, workshops, conferences, and other events)
- Manage/reconcile One Card
- Supervise the Administrative Specialist
- Communicate with Deans, Chairs, and Faculty members
- Prepare/manage Visa and ISSS paperwork for International students/scholars/faculty
- Problem solve
- Additional duties as assigned
Supervisory Relationships :
This position does have supervisory duties as direct supervisor of the Administrative Specialist. The position will report administratively & functionally to the Administrative Manager.
Qualifications
- Bachelor's degree is necessary.
- Two years relevant experience is necessary
- Excellent interpersonal written and oral communication skills is necessary.
- Ability to work both as a member of a team and independently
- Ability to use independent judgment and to manage / impart confidential information.
- Ability to analyze and solve problems in a time-efficient manner.
- Ability to plan, develop, and coordinate multiple projects with competing deadlines.
- Knowledge of academic student policies, processes, and procedures
- MS Office proficiency, Adobe Professional
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.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

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