The Program Specialist 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 and related activities. The primary responsibilities of the position include support of the graduate program, coordinating graduate and departmental events, scheduling, booking travel, and serving as the department procurement requestor. Reporting directly to the Administrative Manager in the History Department, and works closely with the Director of Graduate Studies, and the Associate Department Chair. This position requires a thorough understanding of University policies and procedures.
History has been an integral part of the undergraduate and graduate curriculum at Vanderbilt since the University was founded, in 1873. The Department of History has 43 full-time faculty members that teach an array of courses, and work extensively on research projects. The undergraduate program attracts over 150 majors, and the graduate program enrolls 10 students annually, on average, in a variety of fields. The Department hosts several lecture series with prestigious guest's throughout the Academic Year.
Duties and Responsibilties
Handles the administration of the graduate program
Work closely with the Director of Graduate Studies
Maintaining a 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 the graduate program
Work with Financial Unit Manager to process departmental graduate support funds
Expense delegate for faculty and graduate students
Compile and decipher data as requested by Assoc. Chair, DGS, and Administrative Manager
Departmental Procurement and One Card purchasing contact and Guest Travel Coordinator
Coordinate invited speakers and events (colloquia, seminars) as needed
Provide knowledge and support for Oracle users (faculty, staff, and students)
Line manager for graduate student assistants
Maintain departmental website, news, listserv, and events
Additional duties as assigned
This position has supervisory responsibility for student workers. This position reports to the Administrative Manager of the History Department.
A High School diploma or GED is necessary.
An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is preferred.
Strong organizational & analytical skills is necessary .
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. 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: 10000474
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.