Program Coordinator

Vanderbilt University; Nashville (TN); On-site; USD 45,000 - 60,000; Full time

Job summary

Vanderbilt University is seeking a capable Program Coordinator to join the Department of Psychology. The role supports graduate and undergraduate programs, handles student records, payroll onboarding, and financial processes.

You will interact with Student Financial Aid, Student Accounts, and the Graduate School while maintaining confidential information. Responsibilities include data management, orientation preparation, travel arrangements for prospective students, and updating websites and

Qualifications

• Bachelor’s degree or equivalent related experience is necessary.
• Strong interpersonal and communication skills required.
• Ability to handle confidential information with discretion.
• Ability to analyze and solve problems in a time-efficient manner.
• Experience with HR principles and office software is preferred.

Responsibilities

• Analyze, forecast, and develop annual budgets for students.
• Coordinate payroll-related activities for all students in Psychology; onboard students, interns and observers.
• Process Graduate Award Forms and Benefit Award Forms; work with Student Accounts to ensure proper charges.
• Monitor student registration at each semester start and process corrections as needed.
• Process appointments for interns and observers.
• Troubleshoot student payroll, insurance, and student accounts issues as needed.
• Prepare financial materials for new graduate student orientation.
• Serve as liaison between department and Student Financial Aid Office, Student Accounts Office, BRET Office and Graduate School.
• Develop and manage student data collection system.
• Assist with data analysis for surveys and grants submissions.
• Handle visa processing for foreign national students.
• Maintain student financial records.
• Assist with graduate student recruiting visits, orientation setup, and student-related events.
• Assist with website updates and managing newsletters/listservs and alumni page for students.
• Arrange travel for prospective graduate students and plan itineraries.

Skills

Interpersonal skills

Communication skills

Independent judgement

Problem solving

Project coordination

MS Office

Education

Bachelor’s Degree or equivalent

Tools

Adobe Acrobat Pro

Vanderbilt Systems

Job description

Position Summary

The Program Coordinator is part of the administrative staff in the Department of Psychology in the College of Arts and Science, Division of Natural Sciences at Vanderbilt University and is a direct support of departmental Administrative Officer and Departmental Chair and is primarily responsible for graduate and undergraduate programs. This position handles student-related matters. Reporting directly to the Administrative Officer in Psychology, the Program Coordinator will support Psychology students.

Position Summary

The Program Coordinator is part of the administrative staff in the Department of Psychology in the College of Arts and Science, Division of Natural Sciences at Vanderbilt University and is a direct support of departmental Administrative Officer and Departmental Chair and is primarily responsible for graduate and undergraduate programs. This position handles student-related matters. Reporting directly to the Administrative Officer in Psychology, the Program Coordinator will support Psychology students.

About The Work Unit

The internationally renowned Department of Psychology houses several award-winning professors who are distinguished scholars in their respective fields and who are dedicated to providing world-class education and training to our undergraduate and graduate students. While our course curriculum encompasses all of the sub-disciplines of Psychology, the research of our faculty centers around three major areas: Clinical Science, Cognition and Cognitive Neurosciences, and Neuroscience.

Key Functions And Expected Performance

• Analyzing, forecasting, and developing annual budgets for students.
• Coordinate payroll related activities for all students in Psychology; onboard students, interns and observers.
• Process Graduate Award Forms and Benefit Award Forms; work closely with Student Accounts to ensure that all graduate student accounts are charged appropriately.
• Responsible for monitoring student registration at the start of each semester to ensure everyone is registered properly and processing necessary corrections in a timely manner.
• Processing appointments for interns and observers.
• Troubleshooting student payroll problems, insurance and student accounts issues as needed.
• Preparing financial materials for new graduate student orientation.
• Serves as Liaison between department and Student Financial Aid Office, Student Accounts Office, BRET Office and Graduate School.
• Develop, coordinate, and manage student data collection system.
• Assist Administrative Officer, Administrative Manager and Grants Manager with student data analysis for surveys and grants submissions.
• Visa processing for Foreign National students.
• Maintaining student financial records.
• Assist with Graduate Students Recruiting visits, orientation set-up, reservations, and student related promotional events.
• Assist with graduate program related changes to the website and managing the listservs, directory, and Vanderbilt alumni LinkedIn page for students.
• Assist with booking travel for prospective graduate students and arranging itineraries (ground transportation, meals, meetings, etc.).
• Maintain electronic student files in Box.
• Additional duties as assigned.

Supervisory Relationships

This position does not have supervisory responsibilities. This position reports administratively and functionally to the department Administrative Officer.

Education And Certifications

• Bachelor’s Degree or equivalent related experience is necessary.

Experience And Skills

• Strong interpersonal and communication (written/verbal) skills are necessary.
• Ability to use independent judgement and to manage and impart confidential information is necessary.
• Ability to analyze and solve problems in a time-efficient manner is necessary.
• Ability to plan, develop, and coordinate multiple projects is necessary.
• Knowledge of human resources administration principles and practices is strongly preferred.
• Software/Vanderbilt Systems knowledge is preferred.
• MS Office proficiency, Adobe Professional is necessary.