Program Coordinator presso Vanderbilt University
Vanderbilt University · Nashville, Stati Uniti d'America · Hybrid
- Professional
- Ufficio in Nashville
About the Work Unit:
The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty includes several International Congress of Mathematicians (ICM) speakers, and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics including biomathematics, combinatorics, geometry and topology, group theory, PDEs, universal algebra & logic, and harmonic analysis. The research achievements of Vanderbilt mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMS-MAA Mathematical Meetings.
The Earth and Environmental Sciences are aimed at understanding Earth's dynamic history — how Earth "works" and records its origin and age in rocks and landscapes — and how geological processes affect modern environmental and ecological systems. Among the natural sciences, ours is the quintessential interdisciplinary science, providing vital perspective on how Earth's physical and geochemical templates simultaneously sustain and threaten life, and influence human interactions with Earth.
Key Functions and Expected Performance
Student Affairs Programming:
- Oversee coursebook adoptions (EES, Math)
- Supports Professor of Practice with planning, execution, and data analysis of departmental midterm evaluations (Math)
- Collects and organizes course syllabi from instructors (EES, Math)
- Coordinate graduate student payroll (EES, Math), to include:
- Teaching Assistant (TA)/Research Assistant (RA) assignments
- Service Free Stipend (SFS) and Launching Student Success Stipend (LSSS) payments
- Communicates with AM and AO about student costing (internal/external funding)
- Maintain an updated Payroll spreadsheet
- Help graduate students with any payroll issues or questions
- Process semesterly GAF entries (EES, Math), to include:
- Request Kuali item types
- Update GAF for fall, summer, spring
- Monitor graduate student accounts for outstanding balances
- Coordinate graduate student recruitment (EES, Math), to include:
- Prepare graduate student recruitment materials
- Slate applications (PS assists)
- Fee waiver requests (PS assists)
- English waivers
- Organize recruitment visit in collaboration with DGS
- Set up Zoom Q&A for applicants (2x one in October, one in November)
- Attends LEADS sessions from the Graduate School
- Hire new students in Oracle
- Process graduate & undergraduate student awards in Award-o-dore for yearly award ceremony (Math)
- Monitor graduate student academic milestones (EES, Math), to include:
- Assist with dissertation defense scheduling
- Assist with Qualifying Exam Planning (+ room)
- Assist with Preliminary Exam Planning (room, Redcap, scheduling)
- Monitor graduation requirements (intend to graduate forms, RCRT)
- Approval of Kuali forms (select committee, defense…)
- Monitor course registration
- Work with faculty on semesterly academic scheduling using the Course Preference RedCap
- Serve as Line Manager for Graders (Math), to include:
- Recruitment & application process
- Hire in Oracle
- Confirm I9
- Timesheet approval
- Termination/ending of grader assignments
- Coordinate Final Exam scheduling & collect Make-up exams (EES, Math)
- Trouble-shoot Graduate Student Expense Reporting (EES, Math)
- Assist DUS & DGS (Math, EES) as needed, to include regular reporting, processing required forms, and scheduling Preliminary and Qualifying graduate exams.
- Coordinate Colloquium (Math, EES), to include:
- Book travel for visiting speaker
- Make flyer, send announcement, and post on department websites
- Classroom reservation
- Process visitor’s travel reimbursement
- Coordination with faculty hosts
- Coordinate of all Student Affairs events with the DGS/DUS and Program Specialist, which includes:
- Colloquia seminar series - Weekly (Math/EES).
- Undergraduate E4 Summer Research Recap – September (EES).
- Undergraduate Math Major Mingles - Monthly (Math).
- Graduate student social events - Monthly (Math).
- Graduate 3MT – October (EES).
- Undergraduate Summer Research info Sessions – December (EES).
- AGU/GSA Graduate Conference Recruitment (EES).
- Graduate Student Applicant Q&A sessions – October/November (EES).
- Graduate Student Recruitment Visit – February/March (Math/EES).
- National Pi Day “Pi Your Professor” – March 14th (Math).
- Undergraduate Research Gala - April (EES).
- Annual student award ceremony - April (Math).
- Annual Commencement receptions - May (Math/EES).
Personnel:
Oversee the Program Specialist position under Student Affairs, including recruiting, training, and evaluations, as well as all tasks, responsibilities, approval of timecards, and approval of time off and schedules.
- Provide information to others (oral or written) to explain or clarify problems, issues, or requests. Meet with other professional or technical personnel to determine the causes of a specific problem.
- Participate in periodic management meetings to keep top management informed of problems and concerns.
- Communicate, implement, and interpret policies and procedures as appropriate.
- Participate in committees as applicable.
Other:
- Possess strong personnel management skills.
- Possess strong time management skills: the ability to operate independently, prioritize, and accomplish complex initiatives within deadlines. The ability and willingness to adjust to changing priorities on short notice and manage multiple projects with varying deadlines.
- Must have the ability to maintain confidentiality and use discretion.
- Excellent professional, written, and verbal communication skills.
- Handle other administrative task requests from department members, as needed.
- Additional duties as assigned.
Supervisory Relationships:
This position has supervisory duties as a direct supervisor of the Program Specialist. The position reports administratively and functionally to the Program Manager.
Education and Certifications:
- A Bachelor's degree is necessary.
Experience and Skills:
- Two years of relevant experience are strongly preferred.
- Excellent interpersonal, written, and oral communication skills are necessary.
- The ability to work both as a member of a team and independently is necessary.
- The ability to use independent judgment and to manage and impart confidential information is necessary.
- The ability to analyze and solve problems in a time-efficient manner is necessary.
- The ability to plan, develop, and coordinate multiple projects with competing deadlines is necessary.
- Knowledge of academic student policies, processes, and procedures is necessary.
Company
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.
