The Masterof Coordination is a member of the SyBBURE Searle Undergraduate Research andDesign Program within the Physics and Astronomy Department at VanderbiltUniversity and is a key individual contributor responsible for coordinatingvarious aspects of the program, including interviewing students, new studentonboarding, and team meeting scheduling. The Master of Coordination will plan,design, and provide logistic support for weekly and special events, will trackstudents, alumni, and various teams, and will provide ordering andreimbursement support. Reporting to the Administrative Officer, the Master ofCoordination interacts with faculty, staff, students, and internal/externalstakeholders.
About the Work Unit:
TheSyBBURE Searle Undergraduate Research and Design Program seeks to provide aculture of creativity, teamwork, and innovation that serves to incubate andinspire the next generation of scientists, engineers, inventors, andresearchers.
Toestablish this culture, we create a scaffold of high expectations coupled witha dynamic, fluid, and fun environment. The philosophy of the SyBBURE Searleprogram exists around a ‘maximum effort for maximum return’ ideology. Thisapplies both to the independent research project on which a student chooses towork and the program as a whole.
Throughthis year-round, multi-year experience, students develop and expand their skillsets, are encouraged to explore their passions and ideas, and receivepersonalized mentorship from their research advisor, as well as the SyBBURESearle Team.
Our teamis made up of a diverse group of graduate students, post-doctoral fellows,staff and faculty who have one major thing in common—the desire to helpstudents succeed. We each bring different strengths, perspectives, and skillsto the table, and strive to work together cohesively to benefit the program asa whole and the individual students.
Key Functions and ExpectedPerformance:
Coordinates student application and interview processes, including scheduling, application review, eligibility, and assignments.
Ensures new students and team members are properly on-boarded, including the provision of policies, procedures and relevant information for the student/team member experience.
Schedules student and team meetings by ensuring space and logistics are accounted for.
Designs, plans, and provides relevant logistics review for weekly and special events held by the SyBBURE Searle program.
Tracks students, alumni and teams, ensuring accurate and up-to-date information is maintained in a database; oversees the development and maintenance of comprehensive contact databases.
Provides procurement and reimbursement support for the program, as needed.
Maintains supplies, files, and electronic material in an organized, easily accessible, and functionally beneficial manner.
Updates the program website and internal Wiki.
Writes and edits public relations materials including news releases, articles, and newsletters; plans and coordinates implementation of projects and programs to meet specific program needs and objectives in the areas of media communications and public relations; writes, edits, and manages all social media related content.
Assists in and provides input to determining strategic objectives for the program, including research, trend analysis, and compilation and preparation of statistical, regular, and ad hoc reports; assists with program/project development.
Contributes to and supports the program culture.
Thisposition does not have supervisory responsibility; the position reportsadministratively and functionally to the Administrative Officer.
A Bachelor's degree from an accredited institution of higher education is necessary.
Experience and Skills:
Experience equivalent to the successful completion of a Bachelor's degree may be substituted for the education requirement
Proven experience in prioritizing and multi-tasking is necessary
Skill in working with an online budgeting process is necessary
Ability to maintain confidentiality and operate as a member of a team, while maintaining independence is necessary
Proven commitment to accuracy and thoroughness is necessary
General working knowledge of the Microsoft Office software suite is necessary
Demonstrated experience in database management is necessary
Ability to search social media and the internet for information is necessary
Knowledge of Vanderbilt University policies and procedures is strongly preferred
Key Characteristics of aSuccessful Team Member in this Work Unit:
Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.
Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn't push the burden of work volume or deadlines to others.
Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes
Internal Number: 1801724
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.