Program Coordinator

Vanderbilt; Nashville (TN); On-site; USD 42,000 - 62,000; Full time

Job summary

Vanderbilt University is seeking an Associate Program Coordinator to support the MD Core Curriculum team in the Office of Undergraduate Medical Education. The role involves course creation in VSTAR, classroom preparation, and coordinating with faculty and staff across multiple offices to ensure smooth ISC delivery in years 3 and 4 of the MD program.

The ideal candidate will have at least one year of relevant experience, strong organizational skills, and familiarity with LMS platforms and

Qualifications

• High school diploma required; Bachelor's preferred.
• 1 year of work experience in academic or healthcare setting preferred.
• Experience with learning management systems or related software preferred.
• Demonstrated strong organizational skills and ability to track tasks.

Responsibilities

• Execute course creation, setup, and delivery within the ISC courses using VSTAR.
• Provide logistical support for exams, meetings, and faculty development sessions.
• Assist with revisions to course director handbooks and documentation.
• Schedule annual course evaluations and ensure timely feedback to course directors.
• Onboard Immersion Phase faculty and map learning objectives in VSTAR.

Skills

Course administration

LMS experience

Organizational skills

Microsoft Excel

Education

High school diploma

Bachelor's degree preferred

Tools

VSTAR LMS

EMS classroom management

Job description

Position Summary:

The Associate Program Coordinator is part of the MD Core Curriculum team within the Office of Undergraduate Medical Education in the Vanderbilt University School of Medicine (VUSM). The Associate Program Coordinator is responsible for partnering with assigned faculty on administrative and operational tasks involved in course delivery, including course creation in the online learning management system, classroom preparation, triaging systems issues, and tracking student progress for the Integrated Science Courses (ISCs), which are offered in years 3 and 4 of the medical degree program. Reporting directly to the Senior Program Manager, the Associate Program Coordinator will regularly collaborate with other course support staff, instructional designers, VU and VUMC faculty, and campus offices.

About the Work Unit:

The Office of Health Sciences Education (OHSE) administers degree programs for the Vanderbilt University School of Medicine. The dedicated staff in OHSE work to provide a range of support, including academic program administration, educational design and informatics, financial and administrative oversight, and student services. Our mission is to educate diverse, socially and culturally accountable future health-related professional leaders. Our students gain the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient/client-centered health care. The Office of Undergraduate Medical Education (OUME) is the unit within OHSE that specifically supports the MD program.

Key Functions and Expected Performance:

• Executes course creation, set-up, and delivery of ISC courses within VSTAR, the online learning management system.
• Identifies, researches, and selects facilities necessary for course and program activities, such as class sessions and meetings, through the EMS online classroom management system.
• Provides logistical support for a variety of teaching sessions, including end-of-course exams, administrative planning sessions, course director meetings, course director workshops and retreats, and faculty development sessions.
• Oversees revisions to ISC course director and student handbooks and other resource materials as needed.
• Schedules and assists with the annual course evaluation process for ISCs, ensuring timely feedback is provided to course directors and that annual quality improvement occurs.
• Assists with the creating and updating of documentation for phase-specific student policies and procedures as needed.
• Helps to onboard new Immersion Phase faculty, introducing phase policies, procedures, and expectations.
• Maps learning objectives in VSTAR to assist with tracking topical threads throughout the curriculum.
• Suggests improvements to course and program development, collaborating with appropriate OHSE teams such as Education Design and Informatics (EDI) and Office of Enrollment Services as needed.
• Empowered to make on-site decisions to resolve issues brought forth by faculty and student stakeholder, suppliers, and vendors.
• Serves as a point-of-contact for special projects related to the MD program as needed.
• Prepares ad hoc reports upon request.
• Supports logistics for other course and program activities as needed.
• Creates and maintains appropriate documentation of program activities to track outcomes and ensure compliance with Vanderbilt's internal policies and procedures as well as local, regional, and national accreditation requirements.
• Actively monitors a shared email inbox, providing timely and professional response or direction.
• Other duties as assigned.

Education and Certifications:

• A high school diploma is necessary.
• A Bachelor's degree from an accredited institution of higher education, or equivalent combination of education and experience is preferred.

Experience and Skills:

• At least one year of work experience, preferably in an academic or healthcare-related setting, is preferred.
• Experience in program administration and coordination is preferred.
• Experience with a learning management system or other cloud-based or application system (e.g. databases, scheduling platforms) is preferred.
• Demonstrated organizational skills (planning, tracking, and/or experience using tools to keep track of work) are preferred.
• Established computer skills, specifically basic functions of Microsoft Excel, are necessary.

ABOINT US At Vanderbilt University ,

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. 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.

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.