The Program Coordinator position at the Owen Graduate School of Management is a key individual contributor responsible for providing assistance in managing the operations and activities of the Office of the Dean. This position reports to the Chief of Staff and Senior Associate Dean for the Faculty and is charged to help the Dean's office build an outstanding faculty. This position interacts with central and departmental administrators with a primary focus on faculty recruiting, management of course evaluation systems, accreditation, faculty and administrative operations, and communications within the Office of the Dean. The Program Coordinator must maintain a professional presence, respecting and managing the confidentiality of the Office of the Dean and able to manage multiple work streams at a time in an efficient and organized manner.
The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allow us to interact with students, faculty, alumni, and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture - one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today's connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves. The Dean's Office is the central administrative mechanism of the school, dedicated to setting the school strategy and communicating with all stakeholders from students, faculty, staff, and University administration to our alumni, corporate partners, the Nashville community, and our business school peers. The Office of the Dean is led by the Dean with a leadership team and executive committee of various Associate and Assistant Deans and Directors.
Duties and Responsibilities
Faculty and Administrative Operations and Communications
Develop and maintain policies and procedures to ensure effective tracking, reporting, and cross training of all key responsibilities.
Collect all faculty Activity Reports and CV's each year.
Maintain the Faculty Information System (FIS) database for all faculty and adjuncts.
Attend quarterly meetings with the FIS team to discuss updates, etc.
Prepare reports on faculty actions.
Manage reservations and logistics for visitor parking.
Coordinate updates/changes to the faculty directory on Owen's website and assist faculty with individual website updates.
Monitor and reconcile monthly expenditures and serve as a Pcard Manager.
Schedule individual and group meetings as needed.
Provide administrative support for academic and strategic projects as needed. Manage calendars.
Other projects and duties as assigned
Support the promotion, tenure, review, and recruiting process for faculty
Work with faculty recruiting committees, managing candidate schedules and travel coordination.
Liaise with the Vanderbilt Graduate School to coordinate and manage the Postdoctoral Scholar appointment process. Attend the periodic Office of Postdoctoral Affairs (OPA) meetings and remain current with postdoc policies and practices.
Assist postdocs with onboarding, IT support, office space, and other postdoc needs that may arise, including visas.
Coordinate and serve as on-boarding coordinator for faculty and adjuncts, including house hunting, relocation, and administrative set-up.
Develop and maintain confidential documents as necessary in REDCap.
Process 2nd year, 4th year, tenure, and promotion reviews for eligible faculty in Interfolio. This workflow includes strong attention to detail in electronic document management and maintaining and updating confidential records with superlative accuracy.
Coordinate each mod with Owen IT and VUNet ID staff to ensure all faculty, post docs, and other authorized individuals are equipped with appropriate credentials for access to Owen and Vanderbilt secure information systems.
Coordinate and process visa set-up for all international faculty, adjunct faculty, visiting scholars/assistants as needed. Requires maintaining currency with visa policies and processes. Ability to research visa-related issues.
Website development and design experience or strong desire to develop such skills.
Coordinate with the chair of Owen's Maintenance of Accreditation Committee.
Maintain the archive of accreditation-related content.
Maintain the site with AACSB documents/resources relevant to the pertinent accreditation cycle.
Maintain currency on changes to AACSB/SACS requirements and best practices.
Attend AACSB training as needed.
Communicate AACSB/SACS requirements.
Share assurance of learning best practices with degree program faculty directors.
Field and research questions from program faculty directors regarding assurance of learning implementation.
Prepare and submit SACS assurance of learning deliverables from AACSB assurance of learning deliverables.
Leading into and during the 5th year of a cycle, coach the Senior Associate Dean for the Faculty about AACSB faculty sufficiency reporting needs.
Serve as primary administrative support for AACSB team visits.
Management of Course Evaluation System
Manage course evaluation system (Blue) to ensure complete and accurate tracking of faculty teaching as evaluated by students for all courses taught across all degree programs.
Report faculty evaluations at the end of each mod or course term, the timing of which varies across several of Owen's programs, including scheduling and notifications.
Maintain Excel spreadsheet for all evaluation reports for internal reporting.
Support and participate in trainings related to the systems, policies, and procedures used by the Office of Faculty Affairs.
Work with the Student Programs Office to ensure evaluations are launched for all classes and all enrolled students are confirmed to receive their appropriate course evaluations. Work within the Office of the Dean to provide system reporting after each evaluation period closes and on an ad hoc basis as needed.
Liaise with VUIT and Enrollment Management IT regarding maintenance and troubleshooting.
Manage scheduling and communications to course evaluation proctors for each class.
The Program Coordinator will report directly to the Chief of Staff and receive functional direction from the Senior Associate Dean for the Faculty. This position will manage student worker(s) who work on various projects assigned by the Dean and the Senior Associate Dean.
Profile of an Ideal Candidate
A Bachelor's degree from an accredited institution of higher education is necessary.
A Master's degree from an accredited institution of higher education is preferred.
At least three years of relevant experience is necessary. Additional related experience may substitute for required education.
Knowledge of Microsoft Office software, including strong facility with MS Access, MS Excel, MS Word, and MS PowerPoint.
Attention to detail, efficient, high level of accuracy and strong organizational skills are necessary.
Task leader who takes initiative to improve processes and systems as necessary.
Ability to prioritize.
Eager to learn new systems and technologies.
Upmost attention to maintaining confidential information and the security thereof is necessary.
Ability to balance the diverse needs of the job and its various constituents (faculty, staff, alumni, visitors, and prospective and current students) and to work with flexibility, and at times under pressure, on several tasks simultaneously and to meet various concurrent deadlines is necessary.
Professional and clear communications skills, both written and oral, are necessary.
About Vanderbilt University
Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university's students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of "America's Best Large Employers" and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).
About Vanderbilt Benefits
Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses, and dependent children.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 1901942
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.