The Program Coordinator is part of the History Department, in the College of Arts and Science, at Vanderbilt University, and is a key individual contributor responsible for managing the administration of the graduate program- both PhD and internal 4 1, department events, and related activities. The primary responsibilities of the position include support of the graduate program, coordinating graduate and departmental events, scheduling, booking travel, supervising the undergraduate program specialist, managing the graduate student workers, and serving as the department procurement requestor. Reporting directly to the Administrative Manager in the History Department, and working closely with the Director of Graduate Studies, and the Associate Department Chair, this position requires a thorough understanding of University policies and procedures. 

Duties and Responsibilities:

Graduate Program 

• Handles the administration of the PhD graduate program and internal 4 1 master’s program
  • Work closely with the Director of Graduate Studies and Director of Graduate Admissions
• Primary administrative oversight of students and programs 
• Works closely with the Director of Graduate Studies, Graduate School, and students to track progress towards matriculation, schedule comprehensive exams, dissertation defenses etc.
• Serves as a point of contact for the Ph.D. program to both current and prospective students
• Maintaining calendar of various deadlines related to the program
• Management and organization of admissions and recruitment processes; coordinate annual orientation
• Schedule exams and defenses; graduate course scheduling
• Prepare Graduate Award Forms (GAF’s) each semester
• Process student payroll including stipends and teaching assistant assignments
• Diligent record keeping for all graduate student and program files
• Point of contact for graduate student inquiries and graduate student organizations
• Assist in processing all required forms for graduate program
• Work with Financial Unit Manager to process departmental graduate support funds

Event Planning 

• Manage a diverse range of events, such as guest speaker sessions, Symposia, an annual speaker series, graduation party, webinars, etc., ensuring their successful execution and impact.
• Budgeting for all events.
• Coordination of logistics for all events (venue booking, scheduling speakers, A/V support, catering, etc.).
• Marketing and Publicizing events 

Management

• Mentor the Administrative Specialist in the Department
• Supervise and mentor graduate student workers

Finance & Other 

• Reconcile One Card
• Expense delegate for faculty and students, as needed. 
• Assist the Financial Unit Manager (FUM) with budgeting for the department, particularly with regards to events & seminars.
• Problem Solve
• Additional Duties as Assigned

Supervisory Relationships:

This position has supervisory responsibility over graduate student workers. This position reports to the Administrative Manager of the History Department. 

 Qualifications:

• An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred is preferred.
• Strong organizational & analytical skills is necessary.
• Two years of experience is preferred. 
• Resourceful and detail-oriented is necessary.
• Excellent interpersonal written & oral communications skills is necessary.
• Ability to plan, develop, and coordinate multiple projects is preferred.
• Ability to work both as a member of a team & independently is necessary.
• Microsoft Office proficiency (including Word and Excel) is strongly preferred.
• Adobe Professional 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, 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.