The Program Coordinator is part of the Academic Program Support Services department within Vanderbilt’s Law School. The person in this position provides programmatic and administrative support to four highly productive academic programs, the Criminal Justice Program; the Program in Law & Government; the Weaver Family Program in Law, Brain Sciences, and Behavior; and the Society for Evolutionary Analysis in Law (S.E.A.L.). The Program Coordinator interfaces with faculty, staff, and students to assist faculty directors in accomplishing program goals. Produces, coordinates, and oversees specific departmental education or academic programs. This would include, but is not limited to, planning and assessing educational or academic needs as well as evaluating and updating program materials and manuals on an ongoing basis.
Vanderbilt Law School's national reputation has its basis in our rigorous academic program, which is developed and delivered by our faculty of top legal scholars. The Academic Program Support Services team consists of three program coordinators and a manager who work closely together to provide comprehensive support to programs and their respective program director(s) as well as faculty in their teaching and scholarship. This team provides strategic leadership and management of day-to-day operations of the programs and services delivered for 14 academic program areas, program directors, participating faculty, and students.
Key Functions and Expected Performance
Program Management
Financial management
• Coordinate event arrangements and coordination for domestic and international off-site conferences.
• Coordinate complex meetings/conferences/event logistics and program budgetary activities with Finance & Administrative Services including media services, printing services, catering, travel agencies, airlines, hotel, and restaurant arrangements, etc.
• Handle domestic and international travel arrangements for guest speakers, panelists, and conference registrants, including preparing reimbursement requests.
• Ensures that events and all program activity are executed on or under budget as well as provide the necessary oversight of each program budget and related expenditures to ensure proper fiscal controls.
• Provide oversight and management to student research assistants; serve as line manager to approve Oracle timecards.
• Prepare reimbursement requests and procurement orders for program activities that requires a familiarity with university COA and POET numbers.
• Maintain documentation of program related expenditures; track expenditures and advise program director of remaining balance.
Public relations management and marketing
• Review web pages/web sites for programs, special research projects to ensure up-to-date and accurate. Work with the Manager for Academic Program Support Services and the Communications & Marketing department to make web updates as needed.
• Design event posters, fliers, signage, and conference materials. Maintain a library of image files for use in these designs. Familiarity with writing event descriptions and posting event information to Anchor Link.
General support
• Set up and maintain program files.
• Maintain a high level of discretion and professionalism to assemble and work with confidential and sensitive information related to matters of faculty recruitment, personnel (faculty committees), budget, compensation, and business operations.
• Manage network data and research and summarize findings according to general instruction using Box and ListServ.
• Act as Research Network Assistant; serve as first contact, including maintaining communication with all Network Members.
• Work directly with publisher and author for copyright, knowledge needed/gained about copyright material.
• Compile data, conduct research, and summarize findings according to general instruction.
• Compile lists of participants or registrants for conferences/events. Track registrant info using database software applications. May coordinate the collection of registration fees/income for special conferences through Vanderbilt’s Office of Conferences.
Supervisory Relationships
This position does not have supervisory responsibility; the position reports administratively and functionally to the Manager for Academic Program Support Services.
Qualifications
• A bachelor’s degree or equivalent relevant experience is required.
• A minimum of 2 years of relevant experience is necessary.
• Experience in a higher education setting is preferred.
• Strong written (including editing and proofreading) and verbal communication skills and attention to detail is required.
• Experience coordinating academic programs is preferred.
• Ability to work effectively, both independently and as a team member, is essential and necessary.
• Ability to manage highly detailed work, being very thorough, and following through on tasks to completion is necessary.
• Ability to perform complex tasks and to prioritize multiple tasks or projects is necessary.
• Willingness to take initiative and carry out manual labor tasks on your feet for long periods of time with some light lifting are necessary.
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 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.