Program Specialist

Vanderbilt University; Nashville (TN); On-site; USD 42,000 - 60,000; Full time

Job summary

Vanderbilt University is seeking a Program Specialist in Garland Hall (College of Arts & Sciences) to provide comprehensive administrative and operational support to the Medicine, Health & Society Department. You will work with faculty, postdocs, students, and staff, handling purchasing, travel, and record-keeping in line with university policies.

The role requires strong copy-editing and interpersonal skills, the ability to manage multiple projects, and the capacity to work independently or as

Qualifications

• An Associate’s or Bachelor’s degree from an accredited institution of higher education is necessary.
• Two years of professional experience are necessary.
• Four years of directly related experience is highly preferred.
• Strong copy-editing skills are necessary.
• Strong interpersonal communication skills are necessary.
• Ability to prioritize multiple projects and deadlines is necessary.
• Knowledge of University policies, processes and procedures is preferred.
• Microsoft Office proficiency (Word and Excel) and Adobe Professional are necessary.

Responsibilities

• Provide administrative and operational support to the Chaired Professor of the Practice and the Senior Researcher.
• Coordinate Chaired Professor’s calendar with scheduling team.
• Prepare and process expenditures and reimbursements for the Chaired Professor of the Practice.
• Process One Card transactions for catering, event rentals, and office or event supplies.
• Serve as Guest Travel Coordinator (GTC) and arrange flights, lodging, and travel logistics for visiting guests.
• Prepare and process travel expenses reimbursements and honoraria payments for guests.
• Coordinate procurement of services, supplies, and equipment and create purchase orders per university policies.
• Assist with hiring, onboarding, and supervision of student workers.
• Maintain organized filing systems and records for compliance and efficiency.
• Coordinate meetings and events including schedules, agendas, catering, rooms, and setups.
• Support trans-institutional initiatives and partnerships as assigned.
• Contribute to departmental operations through special projects and other tasks.
• Field calls to the Chaired Professor of the Practice as needed.
• Coordinate cross-team collaboration as assigned.

Skills

Microsoft Office

Copy Editing

Interpersonal Skills

Prioritization

Teamwork

Policy Knowledge

Education

Associate’s or Bachelor’s degree

Tools

Adobe Acrobat Pro

Excel

Word

Job description

The Program Specialist is located in Garland Hall in the College of Arts & Science at Vanderbilt University. This position is responsible for administrative program support in the Medicine, Health & Society Department. This position will engage with a wide range of colleagues/coworkers (faculty, postdocs, students, and staff), in various areas/central offices. The position requires a thorough understanding of university policies and procedures.

Program Support

Key Functions and Expected Performance:

• Collaborate closely with the Chaired Professor of the Practice and the Senior Researcher to provide comprehensive administrative and operational support.
• Coordinate Chaired Professor’s calendar with scheduling team.
• Prepare and process expenditures and reimbursements associated with the Chaired Professor of the Practice.
• Process One Card transactions, including purchases for catering, event rentals, and office or event supplies.
• Serve as the Guest Travel Coordinator (GTC), arranging flights, lodging, and travel logistics for visiting guests.
• Serve as Travel Assistant to Senior Researcher and Chaired Professor of the Practice.
• Prepare and process travel expenses reimbursements and honoraria payments for guests.
• Coordinate the procurement of services, supplies, and equipment, including creating purchase orders in accordance with University purchasing policies and procedures.
• Assist with the hiring, onboarding, and supervision of student workers.
• Maintain organized filing systems, records, and documentation to ensure operational efficiency and compliance with department and University policies.
• Coordinate meetings and events by managing schedules, communications, agendas, catering, room reservations, and meeting setup and teardown.
• Facilitate cross-functional collaboration and support trans-institutional initiatives and partnerships as assigned.
• Contribute to departmental operations through the coordination and execution of special projects and other assigned responsibilities.
• Field calls to Chaired Professor of the Practice as needed.
• Coordinate cross-team collaboration and trans-institutional engagement as assigned.

Research Support

• Conduct literature and content research to support Chaired Professor of the Practice and Senior Researcher’s research initiatives.
• Identify, review, and compile new and relevant research publications from academic databases and online resources.
• Monitor emerging research and summarize findings.
• Prepare research memos that synthesize literature, findings, and background information.
• Perform copy editing and proofreading of research manuscripts, reports, presentations, and other written materials.
• Assist with organizing and maintaining research resources and reference materials.

Other

• Support departmental operations and special projects as assigned.

Education and Certifications

• An Associate’s or Bachelor’s degree from an accredited institution of higher education is necessary.

Experience And Skills

• At least two years of professional experience is necessary.
• At least four years of directly related experience is highly preferred.
• Strong copy-editing skills are necessary.
• Strong interpersonal communication skills are necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• Demonstrated ability to work independently and in a team setting is necessary.
• Knowledge of University policies, processes, and procedures is preferred.
• Microsoft Office proficiency (including Word and Excel) and Adobe Professional is necessary.