The Program Coordinator (PC) provides support to the Director of Graduate Studies (DGS) and the Director of Graduate Recruiting (DGR), both of whom report to the Department Chair. This role oversees administration of academic program, as responsible party, by supervising & coordinating all tasks related to the program.
Chemistry is the intellectual home to over 250 students, post-docs, and faculty members working in a wide range of specializations, as well as the interdisciplinary fields of chemical biology, structural biology, molecular toxicology, materials chemistry, and nanotechnology. Close collaboration with the School of Medicine, School of Engineering and other departments within the College of Arts and Science-particularly the departments of biological sciences and physics--provides valuable opportunities to not only excel in the traditional disciplines of chemistry but also investigate the many ways that chemistry intersects with other fields.
Duties and Responsibilities:
Promote the Graduate Program in Chemistry
Assist the DGR and the Graduate Program in Chemistry at Grad School Fairs, and targeted conferences for recruiting, including conferences that highlight diversity and inclusion (attends approximately 10 conferences/grad fairs each year)
Helps DGR to design and develop promotional materials used in recruiting
Meets with those interested in our graduate program
Coordinates visits and gives program presentations
Assists faculty with recruiting initiatives when they give talks at outside institutions (send materials and instructions for database tracking)
Creates Slate events for grad fairs and faculty events
Ensures each prospect is registered in Slate events for application fee waiver, marketing, and tracking purposes
Coordinates photography for department/labs for website and maintain photo database
Chemistry Graduate Student Admissions
Administrative manager of SLATE for Chemistry Graduate Program
Routes completed applications to DGR or other appropriate Admissions committee representative in that research area
Organizes meetings of the DGR with the Chemistry Graduate Admissions Committee
Process RAFs for offers through SLATE for offers of admission
Works with the A&S and Graduate School staff regarding application questions and concerns.
Coordinates with Graduate School Coordinator regarding special language for letters (if applicable)
Helps maintain spreadsheet data for DGR and Graduate Admissions Committee
Answers questions via phone and email as applicants inquire
Schedules and organizes nomination meetings of the Graduate Admissions Committee for UGFs, PGFs, and departmental fellowships
Submits nominations for UGFs to Grad School
Submits nominations for PGFs to Grad School
Generates letters and announcements
Informs the DGR & Graduate Admissions Committee on the prospective student status
Manages departmental fee waivers and help submit waiver requests to grad school
Assists DGR with scheduling and attending weekly admission committee meeting from September-April. (Previously monthly meetings)
Oversees arrangement set up for visits for prospective graduate students (approximately 40-60 visits per year)
Air travel reservations
Coordinates Hosts and hostesses for meals
Arranges schedule with faculty
Organizes two Graduate Student Visit Weekends
Writes specifications, negotiate and monitor agreements for procurement of goods and services
Air travel reservations coordinate with World Travel
Contracts and coordinates group hotel reservations
Coordinates meeting space at hotel
Contracts and coordinates ground transportation
Contracts and coordinates with restaurants for meals, select menu, arrange seating, act as hostess
Contracts and coordinates with food vendors for meals; select menu, arrange for delivery
Arranges program schedule for 3 days including oversight of scheduling & selection of vendors & locations for:
Visits with faculty
Students to act as mentors to the prospective students
Arrange for and coordinate presentations by faculty and students
Organizes poster session
Organizes facility/instrumentation tours
Committee Meeting Support
Oversees schedules admission committee meetings, room reservations, meals as requested by faculty, and handles any administrative responsibilities associated with admissions tasks
Manages and coordinates appointments of Chemistry Warren Committee members and oversees arrangement of first of year meeting. Serves as administrative support for committee regarding planning, budget, and purchase inquiries
Responsible party for student records and database (~130 students)
Program Entry and Committee Information (RedCap)
Alerts graduate students to complete missing grade forms and intent to graduate forms before deadline
Downloads transcripts and GPA reports for the Director of Graduate Studies
Notifies students of end of funding at 18, 12 and 6 months
Recruiting budget oversight
Creates a robust online orientation and rotation module to help with information flow and necessary documents distribution
Maintains graduate student website
Answers questions about registration
Submits missing grade requests
Submits change of grade requests
Processes requests to audit courses
Provides rubrics and graduate school forms for prelims, quals, IRPs and final defenses
Submits original documents to the Graduate School
Disseminates information from the Director of Graduate Studies and Graduate School about writing seminars, fellowship announcements, job opportunities, other activities that relate to graduate students
Oversees planning of 2 picnics each year by the Chemistry grad students
Manages Onecard and reporting responsibilities.
Assists DGS with annual ACS reporting
Provides admissions and demographic data for training grants as needed
Assesses efficacy of recruiting trips based on applications and matriculation of students met at conferences
Sends information to students who will matriculate on what they need to do prior to coming to Vanderbilt
Assures regulatory compliance with Responsible Conduct in Research
Makes arrangements for summer lab work, as needed
Other duties as needed
Serves as supervisor for departmental Program Specialist
Oversees completion of student payment and registration information
Delegates tasks as needed
Marketing - Prospective Student Outreach
Responsible for planning, gathering content, and creating targeted emails based on prospective student interest areas using the graduate school marketing plan implemented this past recruiting season
Sends weekly marketing emails during the admissions "critical window"
Creates Chemistry graduate social media plan and works with office staff to implement posts and news sharing
Shares recruiting event information for conferences on social media while traveling to invite prospective students to visit our booth and to share fee waiver opportunities at diversity conferences
New student orientation
Coordinates with organic and gen chem labs for 12 lab sessions
Arranges for students to get their Vanderbilt ID cards, employment verification, etc.
Schedules and coordinates safety training
Schedules and coordinates poster session
Facilitates rotation choices
Assures regulatory compliance with RCR
Gives presentation and instructions on using Redcap and other departmental resources
Bachelor's Degree from an accredited institution of higher education is necessary.
At least 2 years of experience in academic environment is strongly preferred .
Excellent interpersonal skills are necessary .
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: 10000755
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.