Program Specialist na Vanderbilt University

The Program Specialist is located in Furman 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 Furman 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. 

Manages the Administration of the Undergraduate Program

• Processes major/minor declarations, advisor assignments & other forms and inquiries such as independent study and grade changes.

• Manages course enrollment via Peoplesoft. 

• Tracks undergraduate data for the Directors of Undergraduate Studies.

• Processes end of the year prizes/awards for undergraduate students.

• Tracks the Honors Program (recruitment, applications, defenses).

• Maintains the major and minor department listservs.

Course Scheduling 

• Collects scheduling information for the four undergraduate programs each semester and summer.

• Enters academic course schedule in CPI and YES (coordinating special cases such as cross-listings, eligibility for other majors, new courses, etc.).

• Updates Course descriptions and syllabi.

• Schedules final examinations.

Web, Social Media, and Graphics 

• Updates departmental websites. 

• Develops content for social media, including Twitter, Facebook, and Instagram, for all departments.

Administrative Duties 

• Assists with special projects and requests.

• Responsible for departmental mail.       
• Orders keys and maintains key log.

• 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.

• Hires and supervises undergraduate student workers.

• Distributes communications and announcements, as applicable.

• Handles copy jobs, printing, and other administrative tasks as needed by faculty and staff.

• Provides support for departmental events and guest speakers.

• Other duties/projects assigned by the manager.

Vanderbilt University has made the safety of our students, faculty and staff, and our surrounding communities a top priority. As part of that commitment, the University recently announced that students, faculty, and staff are required to be vaccinated against COVID. As a prospective and/or a new employee at Vanderbilt, you will be required to comply with the University’s vaccination protocol.  Effective, August 1, 2021, proof of full vaccination or an approved accommodation will be required before the start of employment in order to work at Vanderbilt University.  

Accommodations for medical and religious exemptions can be requested with the Equal Opportunity and Access Office https://www.vanderbilt.edu/eoa/.

The position will report administratively & functionally to the Program Coordinator.

 Education and Certifications:

• A High School diploma or GED is required.

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

Experience and Skills:

• Strong organizational & analytical skills is necessary.

• Resourceful and detail-oriented is necessary.

• Excellent interpersonal written & oral communications skills is necessary.

• Ability to plan, develop, and coordinate multiple projects is necessary.

• Ability to work both as a member of a team & independently is necessary.

• Microsoft Office proficiency (including Word and Excel) is necessary.

• Adobe Professional is preferred. 

Company