The Undergraduate Administrative Coordinator is part of the Computer Science work unit at Vanderbilt University School of Engineering. This position is responsible for overseeing the administration for the undergraduate program within the work unit. This position will work independently and in collaboration with the Chair, with the Director of Undergraduate Studies, and the Senior Administrative Officer within the work unit.
Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to the department’s operations as well as other tasks assigned. The position will function with a high degree of understanding of university life, policies, and procedures.
About the Work Unit:
Computer scientists are actively involved in developing breakthrough technologies from software for mobile devices to artificial intelligence and machine learning and from cybersecurity to smart healthcare systems that transform every aspect of our lives. The Computer Science department offers an accredited undergraduate degree in computer science. At the graduate level, we offer M.S. and Ph.D. degree programs in computer science. Our undergraduate and graduate curricula are constantly refined to meet real-world demands and today's rapid changes in technology with a goal to provide students with the skills required for addressing the challenges of the 21st century. Prevalent throughout the department is an interdisciplinary approach to teaching and research to enhance the exchange of ideas.
Key Functions and Expected Performance:
Undergraduate Administration Coordination:
• Oversee the hiring and onboarding of over 150 UG student graders each semester to cover Computer Science (CS) undergraduate courses, some Data Science (DS) courses, some Electrical Computer Engineering (ECE) courses, and some CS online program courses
• Administrative resource and point of contact for the undergraduate graders
• Manage “WaitWhile”, the software used for coordination wait lists for office hours
Facilitate Undergraduate Advising:
• With the office of academic services, perform a graduation audit the summer before senior year
• Point of contact for potential Computer Science primary and/or secondary majors
• Serve as backup to faculty adviser for all first-year students pursuing a major in computer science
• Gather relevant undergraduate demographic and retainment data for Broadening Participation in Computing (BPC)
• Gather and analyze data for other inquiries that are essential to the Computer Science program
• Point of contact for coordination and visits for high school students
• Manage email inquiries about the department
• Other tasks as assigned
Support Designated Human Capital Management (HCM):
• Assist all students in obtaining all required information for Oracle processing at least one week prior to the hard deadline. This deadline may be adjusted by the HCM depending on volume
• Assisting the HCM on meeting the deadlines
• Notifying HCM if out of the office in a timely manner
• Notify HCM of upcoming hires and changes in a timely manner
• Obtain all information required for entry in a secure location and ensure accuracy prior to entry
• Audit payroll for students to ensure accuracy
• Review generated reports monthly and research
• Other tasks as assigned
Assist with accreditation (SACS and ABET):
• Develop and manage a digital library of accreditation material to serve as a permanent repository
• Coordinate collection of accreditation documentation each year
• Develop the BPC resource center (currently developed in Brightspace)
• Continually update the faculty training resources in the BPC resource center
• Coordinate the administration of other BPC activities
• Other tasks as assigned
Website and Social Media Management
• Coordinate our social media sites (linkedin, twitter, etc.)
• Update undergraduate website and calendar
• Organize opt-in mailing list for majors/minors to disseminate information
• Other tasks as assigned
Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to the Senior Administrative Officer.
Education and Certifications
• Bachelor’s degree, or an equivalent combination of education, relevant military experience, and relevant skills is preferred.
Experience and Skills:
• At least three years of directly comparable experience is necessary
• Experience working in a higher education/academic environment is preferred
• Strong organizational and critical thinking/problem-solving skills are necessary
• Experience working effectively with senior leadership is preferred
• A background in finances including experience reviewing budgets is preferred
• Proficiency in Microsoft Office suite, Adobe, and experience with databases is necessary; strongly prefer MS Access and Oracle experience.
• Comfort with new technology systems and ability to adapt easily to changes in technology and processes is necessary
• Ability to work on multiple projects simultaneously is necessary
• Professional and pleasant attitude with the ability to work with considerable tact, diplomacy, and judgment when interacting with students, faculty, and staff is necessary
• Excellent verbal and written communication skills is necessary
COMMITMENT TO CULTURE OF DIVERSITY & INCLUSION:
• Supports the university’s commitment to diversity and inclusion and demonstrates personal dedication through words and actions.
• Champions – Engages in and advocates for inclusive workplace relationships
• Culturally Self-Aware - Develops skills to recognize one’s own biases and to be sensitive to the perceptions of others. Models appropriate cultural behaviors with others
• Commitment - Collaborates on and contributes to organizational and community diversity and inclusion efforts as opportunities arise