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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 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.