Program Specialist

Vanderbilt; Nashville (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

Vanderbilt University seeks a Programs Specialist in Nashville to provide administrative and program support within the Medicine, Health & Society Department. You will handle calendars, travel arrangements, reimbursements, and purchasing while coordinating with faculty and staff across units.

The role requires strong copy-editing and interpersonal skills, the ability to manage multiple projects, and a solid understanding of university policies.

Qualifications

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

Responsibilities

• Collaborate closely with the Chaired Professor of the Practice and the Senior Researcher to provide 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.
• 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.

Skills

Copy editing

Interpersonal communication

Task prioritization

Independent / teamwork

Knowledge of university policies

Education

Associate's or Bachelor's degree

Tools

Microsoft Word

Microsoft Excel

Adobe Acrobat Pro

Job description

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.

Key Functions and Expected Performance

Program Support

• Collaborate closely with the Chaired Professor of the Practice and the Senior Researcher toprovide 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 orevent supplies.
• Serve as the Guest Travel Coordinator (GTC), arranging flights, lodging, and travel logisticsfor 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 operationalefficiency 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 andpartnerships 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.

ABOUT US

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.