Administrative Program Coordinator

Position SummaryThe Program Coordinator position is part of the Master of Public Health (MPH) degree program team in the Office of Health Sciences Education at Vanderbilt University School of Medicine. The Program Coordinator is a key contributor to the success of the MPH program in an administrative support role as the front office greeter/facilitator and in working with the MPH Program Director and Senior Program Manager.

The Program Coordinator interacts regularly with Vanderbilt University (VU) and Vanderbilt University Medical Center (VUMC) faculty members staff members and students to support positive teaching and learning experiences for all. Additionally the Program Coordinator provides important administrative support for meetings classes and events such as new student orientation and graduation. The Program Coordinator reports administratively and functionally to the MPH Senior Program Manager and also receives task supervision from the MPH Practicum Director and Program Director.

About The Work UnitThe Office of Health Sciences Education (OHSE) administers the degree programs of the Vanderbilt University School of Medicine (VUSM) and supports its mission to catalyze impactful discovery servant leadership and lifelong learning. OHSE staff provide comprehensive support across academic program administration educational design and informatics student services and financial and operational oversight.

In alignment with VUSMs commitment to excellence OHSE works to prepare future leaders in the health professions who are equipped with the knowledge skills and judgment needed to deliver safe effective ethical and patient-centered care. Our students are encouraged to think critically foster innovation and understand the broader systems and social factors that shape health outcomes empowering them to advocate for positive change in both local and global communities.

The MPH degree program is affiliated with the VUMC Institute for Medicine and Public Health (IMPH) and with approximately 60 students is one of the largest degree programs in the School of Medicine. Since 1996 the program has been training future research scientists and public health professionals to be innovative leaders dedicated to using their skills and knowledge to achieve optimal health and well-being in all people. The VUSM MPH degree program offers three tracks: Epidemiology Global Health and Health Policy.

Key Functions And Expected PerformanceAdministrative (70%)

• Acts as first-point-of-contact for MPH office including receiving and directing visitors receiving and directing deliveries and mail responding to email and telephone inquiries and providing timely and professional customer service to students faculty visitors and others.

• Responsible for arriving each day (Monday-Friday) to unlock classroom and office doors check and replenish supplies and set-up A/V for course instructors.

• Coordinates routine repair requests of shared spaces including the classroom and the MPH office.

• Maintains current and accurate calendars for MPH classroom and office spaces; fields reservation requests from students faculty and staff; populates student event calendar with relevant events.

• Provides administrative support for various meetings and events throughout the year (e.g. orientation student social and service events graduation etc.) including room scheduling facilities coordination A/V set-up catering travel arrangements visitor itineraries materials invitations/RSVPs preparation of materials and documentation of sessions.

• Assists with academic and operational support including the updating and distribution of documents for courses and committees annual catalog and program handbook revisions and alumni surveys. Assists with coordination of accreditation materials as needed.

• Assists in the development and distribution of MPH course evaluations compiles data and follows template to produce timely and accurate reports of results.

• Processes reimbursement requests purchase orders and OneCard transactions in compliance with Vanderbilt University policies and guidelines.

• Orders and organizes supplies and equipment and maintains office and classroom inventories; ensures spaces are organized stocked and configured for classes or meetings.

• Assists in creating written and visual content for website social media student handbooks VUSM catalog and graduation program; regularly submits program news and announcements to partner newsletters (weekly) and other publications (ad hoc).

• Updates alumni and constituent contact distribution lists.

• Supports program committees including the Admissions and Promotion Committee Diversity Committee Curriculum Committee and the Advisory Committee.

• Supports the MPH Program Manager by coordinating details of recruitment events and applicant campus visits.

• Communicates regularly and enthusiastically engages in collaborative work with teammates while able to work effectively on an independent basis when needed.

• Maintain confidentiality of sensitive information and follow best practices for documentation and record-keeping.

Event Support (25%)

• Schedules events administrative/faculty meetings academic advising meetings classroom sessions exams speakers and presentations and other educational and training events; maintains current and accurate shared calendars for MPH classroom and office spaces.

• Updates event invitation lists sends invitations and reminders and tracks registrations/RSVPs.

• Oversee logistics for events including reserving event spaces collecting quotes and liaising with vendors assisting with event set-up clean-up and on-site support processing payments and tracking attendance.

Miscellaneous (5%)

• Other duties as assigned

Supervisory RelationshipsThis position does not have supervisory responsibility. The position reports administratively and functionally to the MPH Program Manager and may also receive task supervision from the MPH Program Director.

Education and Certifications

• An associates degree is required.

• A bachelors degree is preferred.

Experience And Skills

• Consistently pleasant greeting style and friendly helpful nature.

• Strong attention to detail and accuracy.

• Excellent computer skills specifically proficiency using Microsoft Office Suite (Word and Excel) is necessary.

• Excellent verbal and written communication skills; strong interpersonal and customer service skills.

• Strong initiative with the ability to work independently and as part of a team.

• Ability to plan develop and coordinate multiple projects.

• Ability to maintain confidentiality of records and information.