The Program Coordinator serves as direct support for Director of Graduate Studies (DGS), the Administrative Officer and the Departmental Chair in regards to the Graduate Program and department travel. The Program Coordinator works with DGS on student recruitment, student registration, student trainings, qualifying exams, dissertation, etc. This position is responsible for processing all travel for department faculty, post docs, students, visiting seminar speakers, faculty candidates and visiting scholars. The Program Coordinator will understand and train all Biological Sciences department on travel policy, etc. This position is also responsible for tracking endowment spending and coordinates all department events. The ideal candidate will engage with a wide range of colleagues/coworkers (e.g. faculty, postdocs, students, and administrative staff) in various departments/central offices. This position will directly report to Administrative Officer in Biological Sciences and work indirectly with Department Chair & Department Director of Graduate Studies.
The Department of Biological Sciences has an excellent staff to facilitate issue resolution involving personnel, financial management, supply and equipment orders proposal submission, and infrastructure. The faculty in the department carry out diverse research projects and often collaborate with other members within the department and in nearby departments. This department covers a broad spectrum of biology, from molecules and cells to tissues and organisms to populations and ecosystems. Award-winning faculty and graduate students teach and carry out research in Biochemistry, Structural Biology and Biophysics, Cell Biology, Genetics, Molecular Biology, Computational Biology, Evolutionary Biology, Ecology, Developmental Biology, and Neurobiology.
Duties and Responsibilities
GRADUATE STUDENT PHD PROGRAM
Promote the Graduate Program in Biological Sciences
Arrange visits for prospective students interested in our graduate program
Help the Director of Graduate Studies (DGS) design and develop promotional materials used in recruiting
Attend meetings with graduate fairs, including conferences that highlight diversity and inclusion such as:
Annual Biomedical Research Conference for Minority Students (ABRCMS)
NIH Graduate and Professional School Fair
Meeting of the Society for the Study of Evolution
Coordinate the interviewing/recruitment of new graduate students
Utilize the Slate system to access applicant information, assign faculty reviewers, and communicate with applicants when necessary
Provide support to the Graduate Admissions Committee (GAC) during recruitment process: Review applications in Slate, attend GAC meetings, organize reviewer feedback
Make all travel arrangements for students invited to interview, including hotel and transportation, etc.
Create interview itineraries
Schedule and coordinate lunch, dinners, etc. during recruitment visits
Work with the Graduate Student Association (GSA) to plan information/entertainment activities for interviewing students
Maintain graduate program email account, answer questions from prospective students/applicants
Coordinate payroll for students
Complete Individual Compensation Awards and GAF's (tuition, health insurance) for Fall, Spring, and Summer semesters for all graduate students in timely manner
Work closely with Student Accounts to ensure that all graduate student accounts are charged appropriately
Maintain graduate student records and monitor completion of program requirements
Register new students and track registration for current students to ensure they are registered for required number of hours/courses
Work closely with the DGS to problem solve and assist with all graduate student concerns
Monitor completion of all required training (RCR, CITI, etc.)
Provide support to graduate students when preparing for Research in Progress (RIP) talks by coordinating room reservation, flyers, etc.
Communicate with students about committee membership, qualifying exam, and defense scheduling and submit required forms to graduate school
Provide required materials to committee chairs prior to progress meetings and verify that appropriate forms are submitted after each meeting [meeting report, Individual Development Plan (IDP), etc.]
Remind students when the annual committee meeting is due, assist with room reservations, and follow through to verify completion
Assist with the scheduling of teaching assistant duties and inform students of their assignments
Coordinate dissemination of graduate student travel funds
Monitor use of Travel Fund awards for each graduate student: create spreadsheets for new students, track money spent, and notify students each semester of their balance
Assist the DGS and GSA with the planning and execution of the annual department retreat
Set dates, reserve venue, equipment, etc.
Assemble and arrange retreat program
Plan and execute all catering events during retreat
Complete yearly GSS Survey(s)
GUEST TRAVEL COORDINATOR
Assist entire Biological Sciences Faculty, Postdoctoral Scholars and Graduate Students book travel, process expense reports, insure expenses are allocable, allowable and reasonable
Work with Chair's assistant in making reservations for all Visiting Seminar speakers and Faculty Candidates any other guest with one guest travel card
Ensure Graduate Students understand travel Policy and oversee that expenditures are within guidelines of travel policy and Mosig funds
Responsible for planning, coordinating and executing department events:
IGP Day: Working with IGP for lunches for all students and faculty, organizing the Poster Session for the department and ordering of all food for reception.
Weekly Tea Times
Other duties as assigned
This position does have supervisory responsibility over the Administrative Specialist position. This position reports administratively & functionally to Administrative Officer.
A Bachelor's Degree or equivalent related experience is necessary .
Knowledge SkyVU /Oracle is preferred.
Familiarity with YES, People Soft, Slate systems 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. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
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.
Internal Number: 10000977
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.