Administrative Specialist, Temporary

Job Description

The Program Coordinator position is part of the Master of Public Health (MPH) degree program team in the Office of Health Sciences Education at Vanderbilt University School of Medicine.
The Program Coordinator is a key individual contributor to the success of the MPH program, both administratively and academically, working closely with the Program Manager to execute events, make purchases, and provide academic operations and communications support.
The Program Coordinator interacts regularly with Vanderbilt University (VU) and Vanderbilt University Medical Center (VUMC) faculty members, staff members, and students to create positive teaching and learning experiences for all.
The Program Coordinator reports administratively and functionally to the MPH Program Manager and may also receive task supervision from the MPH Program Director.


About the Work Unit:

The Office of Health Sciences Education (OHSE) governs the range of educational activities of The Vanderbilt University School of Medicine, including administering degree programs that provide students with the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient-centered health care in the 21st century.
OHSE is dedicated to the ultimate goal of healthy, thriving persons and communities, and we strongly support efforts towards the health equity upon which such a goal rests.
Our mission is to educate diverse, socially and culturally accountable future medical leaders who are prepared to work toward larger systemic changes, understand social determinants of health, and promote equity and justice within their local and global communities.
The dedicated staff in OHSE work collectively in service of this mission by providing a range of support for our students, faculty and fellow staff including academic program administration, education design and informatics, financial and administrative oversight, student services and education research resources.


The MPH degree program is affiliated with the VUMC Institute for Medicine and Public Health (IMPH) and is one of the largest degree programs in the School of Medicine.
Since 1996, the program has been training future research scientists and public health professionals to be innovative leaders dedicated to using their skills and knowledge to achieve optimal health and well-being in all people.
The VUSM MPH degree program offers three tracks: Epidemiology, Global Health, and Health Policy.


Key Functions and Expected Performance: Acts as first-point-of-contact for MPH office including receiving and directing visitors and providing timely, professional, and quality support for program correspondence.
Presents a professional, approachable, and positive face of the program.
Facilitates organization between students and faculty by scheduling events, including administrative/faculty/committee meetings, classroom sessions, speakers and presentations, and other educational events; maintains current and accurate calendars for the MPH classroom and conference room space Provides administrative support for various meetings and events throughout the year (e.g.
orientation, student social events, graduation, etc.)
including room scheduling, facilities coordination, A/V, catering, materials, publicity, invitations/RSVPs, presentation/program materials/handouts preparation and documentation of sessions; reviews event outcomes against established goals, objectives, and timelines Plans and executes MPH course evaluation dissemination, collection, reporting and review processes, including co-writing course evaluation reports, in order to ensure course directors are provided timely feedback and appropriate reporting is provided to MPH leadership and accreditors.
Uses survey data to create reports for individual courses and department Maintains efficient office operations by routinely responding to purchasing requests for a variety of goods and services in support of the MPH Program via Oracle Procurement and/or OneCard, ensuring keen attention to detail and compliance with Vanderbilt University policies and guidelines Manages shared spaces and the technology including the administrative and classroom spaces, coordinating routine housekeeping and requests for facility repairs Works with Program Manager to execute communications and marketing plan for MPH degree program, including content creation for website, student handbooks, VUSM catalog, and graduation program, ensuring alignment with best practices and VU policies Ensures electronic communications tools (program websites, newsletter, student/faculty email distribution lists) contain current and accurate information, facilitating effective communications about the MPH program to a wide range of audiences Manages the operations and workflow of program committees, including the Admissions and Promotion Committee, Diversity Committee, Curriculum Committee, and the Advisory Committee Assists with all phases of academic and operational support including preparation and distribution of documents for courses and committees, annual catalog and program handbook revisions, graduation coordination, accreditation, and alumni surveys; develops and maintains tools to track relevant student information Supports the MPH Program Manager with the admissions process by serving as a point-ofcontact for prospective students and coordinating details of recruitment events Supports the team in the preparation of reports, presentations, and student derived data summation for faculty and operational audiences Communicates regularly and enthusiastically engages in collaborative work with teammates, while able to work effectively on an independent basis as well.
Other duties as assigned Supervisory Relationships:

This position does not have supervisory responsibility.
The position reports administratively and functionally to the MPH Program Manager and may also receive task supervision from the MPH Program Director.


Education and Certifications: A bachelor's degree from an accredited institution of higher education, or equivalent combination of education and experience, is necessary.
Experience and Skills: Two years of experience in higher education or program administration is preferred.
Excellent computer skills, specifically proficient use of the Microsoft Office Suite is necessary.
Excellent written and verbal communication skills and organizational skills is necessary.
The ability to successfully manage multiple projects and deadlines is necessary.
A positive, approachable demeanor and the desire to communicate and collaborate effectively on a team are necessary. REDCap experience 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.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.


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.

About Us Vanderbilt is a community of talented and diverse staff & faculty!
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 through:
Working and growing together as a community of communities... we are One Vanderbilt. Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow. Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.
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.

Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority.
As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.

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.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.


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.