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Program Specialist, Garland Hall

Vanderbilt University
Nashville, Tennessee
Closing date
Dec 19, 2021

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Position Type
Full Time
Organization Type
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The Program Specialist is located in Garland Hall in the College of Arts & Science at Vanderbilt University, and is responsible for the administrative functions of the undergraduate programs. The Program Specialist will report directly to the Program Coordinator and will work closely with the Directors of Undergraduate Studies in Garland Hall. This position will engage with a wide range of colleagues (faculty, staff, and students), in various areas and 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
Manages administrative processes for the undergraduate programs in Garland Hall.
- Processes major/minor declarations, advisor assignments & other forms and inquiries such as independent study and grade changes.
- Manages enrollment functions via Peoplesoft.
- Tracks undergraduate data for the Directors of Undergraduate Studies in each area.
- Processes end of the year prizes/awards for undergraduate students.
- Tracks the Honors Program (recruitment, applications, defenses).
- May assist with SACS reports for the undergraduate programs.
- Maintains the major and minor department listservs for undergraduate programs.
- Works closely with the Directors of Undergraduate Studies (DUS) in each academic department and the Academic and Educational Support Program Coordinator.
Course Scheduling
- Collects scheduling information for the four 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 information as needed.
- Reviews and proofs academic schedules on YES and works with Academic Services and the URO on changes.
- Submits TA assignments to URO for those assigned TA/Course Asst/Course Coordinator/Grader) to facilitate Bright space Access
- Submits TA/Course Assistant/Course Coordinator/Grader assignments to the URO for class offerings in the departments that feed into information systems: Brightspace, YES, and the Course and Teaching Evaluation System
Administrative Duties
- Assists with special projects and requests (i.e., Maymester)
- Website maintenance and updates
- Departmental Procurement and One Card purchasing contact and Guest Travel Coordinator.
- Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and guests.
- Coordinate invited speakers and undergraduate events
- Hires and supervises undergraduate student workers - including approval of timecards
- Distributes communications and announcements, as applicable
- Problem Solve
- Additional duties as assigned.
- Other duties/projects assigned by the manager.
Supervisory Relationships :
The Program Specialist has supervisory responsibility over the undergraduate student assistants. The position will report administratively & functionally to the Academic & Educational Support Program Coordinator.
- A Bachelor's degree from an accredited institution of higher education is preferred.
- Experience working in a higher education/academic setting is preferred.
- 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.
- Knowledge of University policies, processes, and procedures 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.
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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