Job Description
Immersion Vanderbilt is seeking a collaborative and detail-oriented candidate to provide programmatic support for Immersion Vanderbilt, particularly as it relates to helping manage the robust funding for student grants and associated data analytics. Immersion Vanderbilt is a form of experiential learning, in which undergraduates have opportunities to engage in hands-on learning experiences that transcend the traditional classroom. As part of this innovative initiative, each student participates in a customized, mentored experience that culminates in the creation of a final project. Immersion is a cross-campus collaboration, so a collegial and well-organized team member who enjoys supporting student goals will be a great fit for this role. The Immersion office serves as the central hub to synchronize efforts across Vanderbilt's schools and colleges, particularly as it relates to allocating funding to support student projects. By providing streamlined support and communication, the office ensures that both students and faculty have access to the resources they need to bring these transformative learning experiences to life.
Key responsibilities include: Working closely with the Associate Director of Funding, Assessment, and Programming to support those activities and goals. Provide support for students, faculty, and staff on administrative functions of award applications and funding for immersive experiences and culminating projects. The position will collaborate with faculty, colleges/schools, staff, campus partner offices, and programs across the University and beyond in support of the mission of the Immersion Vanderbilt program office.
Immersion Vanderbilt provides a unique opportunity for Vanderbilt students to pursue their interests through a hands-on, mentored experience inside and outside the classroom. Immersion Vanderbilt culminates with a tangible final project, such as a work of art, an op-ed piece in a newspaper, a thesis, a web app, a musical performance, or a prototype, among many other products. This work unit facilitates these transformative student experiences, supporting learners as they engage with mentors, apply classroom knowledge, and create novel products that demonstrate their learning and contributions. This office plays a vital role in providing Vanderbilt students with unparalleled opportunities for experiential learning, personal growth, and real-world impact.
Through Immersion Vanderbilt, students can explore diverse experiential learning pathways such as study abroad; internships; civic and community engagement; research; innovation, arts and creativity; and leadership and professional development.
Duties and Responsibilities

• Develop and maintain expertise in key software used to support the funding application process. Work with the software vendor, Process and Solution Implementation (PSI), Office of Data and Strategic Analytics (DSA), and Vanderbilt University Information Technology (VUIT) as needed for training, feature updates, and issue resolution.
• Support the full lifecycle of the funding application, process, including:
  • Preparing application forms.
  • Tracking application tasks using established processes and software.
  • Reporting on application numbers as needed.
• Assist with recruiting and managing reviewers for application cycles, including distributing, collecting, and summarizing results of application reviews.
• Compile and maintain comprehensive program data in central database for tracking, information, and registration purposes.
• Track funding applicants' completion of requirements and submitting documents for funding disbursement. Coordinate with campus partners and office staff to process necessary changes to experiential units or projects.
• Work with the associate director and finance office to forecast funding and awards.
• Support financial awards processes in collaboration with unit staff and partner offices such as the Office of Student Financial Aid and the Office of Student Accounts.
• Coordinate with office leadership to ensure timely and accurate communication about Immersion Vanderbilt funding and data.
• Collaborate with the Assistant Director for Data in Undergraduate Education to align on data management, data visualization, and data reporting.
• Collaborate with the other immersion program coordinator to develop donor impact reports.
• Respond to inquiries from students, faculty, staff, and other stakeholders regarding Immersion Vanderbilt funding opportunities and related information.
• Ensure meticulous attention to detail and compliance with Vanderbilt University policies and guidelines.
• Recommend improvements to internal systems and processes.
• Applies critical thinking as needed within the scope of responsibilities, research issues/questions related to student funding, and communicate information to leadership in a timely and effective manner.
• Ability to exercise sound judgment and effectively handle multiple projects simultaneously in a fast-paced, deadline driven environment.
• Collaborate with office staff on assigned projects.
• Complete special projects and other duties as assigned.

Qualifications

• Bachelor's degree from an accredited institution of higher education is necessary.
• Three years of related experience is necessary.
• The ability to handle confidential material and maintain confidential communications is necessary.
• Self-motivation, with a positive and problem-solving attitude is necessary.
• The ability to work independently and as part of a team is necessary.
• The ability to work effectively with a wide range of constituencies in a diverse community is preferred.
• Strong organizational and planning skills, ability to multi-task and meet deadlines is necessary.
• Self-motivation with a positive and professional approach is necessary.
• Excellent organizational, communication, and time management skills are necessary.
• The ability to prioritize and effectively multitask is necessary.
• Excellent written and verbal communications skills are necessary.
• The ability to work quickly and accurately under pressure is necessary.
• A high level of professionalism and maturity is necessary.
• Proficiency with Microsoft Excel, Word, and Outlook/Office 365 is necessary.
• Demonstrated aptitude for processes, detail-oriented work, and database management is strongly preferred.
• Demonstrated experience working in a team-oriented environment is strongly preferred.
• Previous experience on a university campus is preferred.

Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
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.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
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About Us
Vanderbilt is a community of talented and diverse staff & faculty!
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 through:

• Working and growing together as a community of communities... we are One Vanderbilt .
• Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

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. We encourage you to apply today so that you might become a part of our story.
Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal-opportunity, affirmative action 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.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.