Program Coordinator

Position Summary:

The Associate Program Coordinator is part of the MD Core Curriculum team within the Office of Undergraduate Medical Education in the Vanderbilt University School of Medicine (VUSM). The Associate Program Coordinator is responsible for partnering with assigned faculty on administrative and operational tasks involved in course delivery, including course creation in the online learning management system, classroom preparation, triaging systems issues, and tracking student progress for the Integrated Science Courses (ISCs), which are offered in years 3 and 4 of the medical degree program. Reporting directly to the Senior Program Manager, the Associate Program Coordinator will regularly collaborate with other course support staff, instructional designers, VU and VUMC faculty, and campus offices.

About the Work Unit:

The Office of Health Sciences Education (OHSE) administers degree programs for the Vanderbilt University School of Medicine. The dedicated staff in OHSE work to provide a range of support, including academic program administration, educational design and informatics, financial and administrative oversight, and student services. Our mission is to educate diverse, socially and culturally accountable future health-related professional leaders. Our students gain the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient/client-centered health care.

The Office of Undergraduate Medical Education (OUME) is the unit within OHSE that specifically supports the MD program.

Key Functions and Expected Performance:

• Executes course creation, set-up, and delivery of ISC courses within VSTAR, the online learning management system.

• Identifies, researches, and selects facilities necessary for course and program activities, such as class sessions and meetings, through the EMS online classroom management system.

• Provides logistical support for a variety of teaching sessions, including end-of-course exams, administrative planning sessions, course director meetings, course director workshops and retreats, and faculty development sessions.

• Oversees revisions to ISC course director and student handbooks and other resource materials as needed.

• Schedules and assists with the annual course evaluation process for ISCs, ensuring timely feedback is provided to course directors and that annual quality improvement occurs.

• Assists with the creating and updating of documentation for phase-specific student policies and procedures as needed.

• Helps to onboard new Immersion Phase faculty, introducing phase policies, procedures, and expectations.

• Maps learning objectives in VSTAR to assist with tracking topical threads throughout the curriculum.
• Suggests improvements to course and program development, collaborating with appropriate OHSE teams such as Education Design and Informatics (EDI) and Office of Enrollment Services as needed.
• Empowered to make on-site decisions to resolve issues brought forth by faculty and student stakeholder, suppliers, and vendors.
• Serves as a point-of-contact for special projects related to the MD program as needed.
• Prepares ad hoc reports upon request.
• Supports logistics for other course and program activities as needed.
• Creates and maintains appropriate documentation of program activities to track outcomes and ensure compliance with Vanderbilt’s internal policies and procedures as well as local, regional, and national accreditation requirements.
• Actively monitors a shared email inbox, providing timely and professional response or direction.

• Other duties as assigned.

Education and Certifications:

• A high school diploma is necessary.
• A Bachelor’s degree from an accredited institution of higher education, or equivalent combination of education and experience is preferred.

Experience and Skills:

• At least one year of work experience, preferably in an academic or healthcare-related setting, is preferred.

• Experience in program administration and coordination is preferred.

• Experience with a learning management system or other cloud-based or application system (e.g. databases, scheduling platforms) is preferred.

• Demonstrated organizational skills (planning, tracking, and/or experience using tools to keep track of work) are preferred.

• Established computer skills, specifically basic functions of Microsoft Excel, are necessary.