The Administrative 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 Administrative Coordinator is a key contributor to the success of the MPH program in an administrative support role as the front office greeter/facilitator and in working with the MPH Program Director and Program Manager. 

 

The Administrative Coordinator interacts regularly with Vanderbilt University (VU) and Vanderbilt University Medical Center (VUMC) faculty members, staff members, and students to support positive teaching and learning experiences for all. Additionally, the Administrative Coordinator provides important administrative support for meetings, classes, and events such as new student orientation and graduation. The Administrative Coordinator reports administratively and functionally to the MPH Program Manager and also receives task supervision from the MPH Practicum Director and Program Director. 

 

The Administrative Coordinator performs complex administrative duties requiring high-level decision-making skills and sound judgment. The position requires a thorough understanding of university policies and procedures. 

 

This is a full-time position with the option to work remotely one day per week. A successful candidate has the ability to arrive no later than 8:00 am on in-office days to unlock classroom and office doors.

 

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, with approximately 60 students, 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:

Administrative (70%) 

Acts as first-point-of-contact for MPH office including receiving and directing visitors, receiving and directing deliveries and mail, responding to email and telephone inquiries, and providing timely and professional customer service to students, faculty, visitors, and others.  Responsible for arriving each day (Monday-Friday) to unlock classroom and office doors, check and replenish supplies, and set-up A/V for course instructors.  Coordinates routine repair requests of shared spaces including the classroom and the MPH office.  Maintains current and accurate calendars for MPH classroom and office spaces; fields reservation requests from students, faculty, and staff; populates student event calendar with relevant events.  Provides administrative support for various meetings and events throughout the year (e.g. orientation, student social and service events, graduation, etc.) including room scheduling, facilities coordination, A/V set-up, catering, travel arrangements, visitor itineraries, materials, invitations/RSVPs, preparation of materials, and documentation of sessions.  Assists with academic and operational support including the updating and distribution of documents for courses and committees, annual catalog and program handbook revisions, and alumni surveys. Assists with coordination of accreditation materials as needed. Assists in the development and distribution of MPH course evaluations, compiles data, and follows template to produce timely and accurate reports of results.  Processes reimbursement requests, purchase orders, and OneCard transactions in compliance with Vanderbilt University policies and guidelines.  Orders and organizes supplies and equipment and maintains office and classroom inventories; ensures spaces are organized, stocked, and configured for classes or meetings.  Assists in creating written and visual content for website, social media, student handbooks, VUSM catalog, and graduation program; regularly submits program news and announcements to partner newsletters (weekly) and other publications (ad hoc).  Updates alumni and constituent contact distribution lists.  Supports program committees, including the Admissions and Promotion Committee, Diversity Committee, Curriculum Committee, and the Advisory Committee.  Supports the MPH Program Manager by coordinating details of recruitment events and applicant campus visits.  Communicates regularly and enthusiastically engages in collaborative work with teammates, while able to work effectively on an independent basis when needed.  Maintain confidentiality of sensitive information and follow best practices for documentation and recordkeeping. 

Event Support (25%) 

Schedules events, administrative/faculty meetings, academic advising meetings, classroom sessions, exams, speakers and presentations, and other educational and training events; maintains current and accurate shared calendars for MPH classroom and office spaces.  Updates event invitation lists, sends invitations and reminders, and tracks registrations/RSVPs.  Oversees logistics for events, including reserving event spaces, collecting quotes and liaising with vendors, assisting with event set-up, clean-up, and on-site support, processing payments, and tracking attendance.

Miscellaneous (5%) 

        •    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 Qualifications: 

An associate’s degree is required.  A bachelor’s degree is preferred.   Consistently pleasant greeting style and friendly, helpful nature.   Strong attention to detail and accuracy.   Excellent computer skills, specifically proficiency using Microsoft Office Suite (Word and Excel) is necessary.  Excellent verbal and written communication skills; strong interpersonal and customer service skills. Strong initiative, with the ability to work independently and as part of a team. Ability to plan, develop, and coordinate multiple projects.  Ability to maintain confidentiality of records and information.  Strong work ethic. 

 

Key Characteristics of a Successful Team Member in this Work Unit: 

Detail-Oriented – Even small mistakes can create big issues; attention to detail work indicates care about the outcomes  Reliable – Does what they say they will do, when they say they will do it; shows up for work when expected; doesn’t push the burden of work volume or deadlines to others  Shares – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully  Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive); can juggle multiple competing priorities simultaneously without becoming overwhelmed  Raises the Bar – Expects and delivers excellence; is a creative problem solver; is proactive; welcomes input on making things better -- places a high value on learning and getting better. 

 

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.