Program Manager at Vanderbilt University

The Program Manager is part of the core administrative staff in the College of Arts and Science at Vanderbilt

University. They are responsible for facilitating administrative, operational, and financial activities within the

Garland Structure to include Anthropology, Sociology, Climate and Environmental Studies, and Medicine, Health,

and Society. The Program Manager reports directly to the Administrative Officer and oversees the department’s

Program Coordinator and Program Specialists. The Program Manager performs complex administrative duties that require high-level decision-making skills and sound judgment. The position requires a thorough understanding of university policies and procedures. Hybrid work arrangements are offered.

Faculty & Postdoctoral Affairs (50%)

o Work closely with department and committee chairs as the administrative lead responsible for faculty and

postdoctoral appointments.

Process faculty appointments, including reappointments, terminations, retirements, and emeriti.

o Process visiting scholar appointments.

o Process postdoctoral scholar appointments and serve as a functional line manager.

o Serve as the department liaison for College Faculty Affairs and OPA.

o Manage postdoctoral and faculty advertising and recruiting, as needed, through Interfolio.

o Manage campus visits for faculty candidates, which includes travel, reimbursements and meeting

itineraries.

o Track active visa statuses for postdoctoral and faculty visas.

o Collaborate with various campus partners to process and renew postdoctoral and faculty visas.

o Manage ongoing documentation of departmental teaching evaluations for use in reappointments.

o Facilitate new hire onboarding, which includes facilitating VUnetIDs, IT equipment, and orientation.

o Manage postdoctoral RCR training completion.

o Manages Visiting Scholar, Interns and Observer appointments

Student Affairs (10%)

o Oversee the departmental Student Affairs team, whose tasks and responsibilities include:

o Line management of graduate students and undergraduate graders.

o Hiring and fiscal allocation of undergraduate graders/TAs in collaboration with the FUM.

o Teaching evaluation reporting to the department.

o Providing all course programming data required by the course scheduling committee.

o Textbook purchasing and reporting to the university bookstore.

o Student enrollment activities.

o Undergraduate program declarations (major/minor).

o Marketing program events on the departmental website and university calendar.

o Annual graduate student recruitment activities, which include arranging for

o Semesterly Colloquia seminar series scheduling, hosting, and reimbursing.

o Regular class field trips as requested by faculty.

Events & Workshops (30%)

o In collaboration with the Administrative Officer, manage all departmental social events, event budgets,

and departmental event marketing,

o Oversee the coordination of all Student Affairs events with the Program Coordinator and Program

Specialist, which includes graduate student recruiting, commencement parties and classroom guest

speakers.

o In partnership with host faculty members, oversee annual planning of department and faculty-hosted

events as requested, which includes: speakers series, colloquiums, workshops and fall welcome back

parties

Personnel: (10%)

o Oversee the Program Coordinator and Program Specialist positions under Student Affairs, including

recruiting, training, and evaluations, as well as all tasks, responsibilities, approval of timecards, and

approval of time off and schedules.

o Provide information to others (oral or written) to explain or clarify problems, issues, or requests. Meet

with other professional or technical personnel to determine the causes of a specific problem.

o Participate in periodic management meetings to keep top management informed of problems and

concerns.

o Communicate, implement, and interpret policies and procedures as appropriate.

o Participate in committees as applicable.

o Possess strong personnel management skills.

o Possess strong time management skills: the ability to operate independently, prioritize, and accomplish

complex initiatives within deadlines. The ability and willingness to adjust to changing priorities on short

notice and manage multiple projects with varying deadlines.

o Must have the ability to maintain confidentiality and use discretion.

o Excellent professional written and verbal communication skills.

o Handle other administrative task requests from department members, as needed.

o Additional duties as assigned.

This position has supervisory duties as a direct supervisor of the Program Coordinator and an indirect supervisor

of the Program Specialists. The position reports administratively and functionally to the Administrative Officer.

o A Bachelor's degree is necessary.

o Two years of relevant experience is necessary.

o Four years of related experience is preferred.

o Excellent interpersonal written and oral communication skills are necessary.

o The ability to work both as a member of a team and independently is necessary.

o The ability to use independent judgment and to manage and impart confidential information is necessary.

o The ability to analyze and solve problems in a time-efficient manner is necessary.

o The ability to plan, develop, and coordinate multiple projects with competing deadlines is necessary.

o Knowledge of academic student policies, processes, and procedures is necessary.