Program Specialist

The Program Specialist is located in Garland Hall in the College of Arts & Science at Vanderbilt University. This position is responsible for administrative program support in the Medicine, Health & Society Department. This position will engage with a wide range of colleagues/coworkers (faculty, postdocs, students, and staff), in various areas/central offices. The position requires a thorough understanding of university policies and procedures.

Key Functions and Expected Performance:

Program Support:

• Collaborate closely with the Chaired Professor of the Practice and the Senior Researcher to

  provide comprehensive administrative and operational support.

• Coordinate Chaired Professor’s calendar with scheduling team.

• Prepare and process expenditures and reimbursements associated with the Chaired Professor of the Practice.

• Process One Card transactions, including purchases for catering, event rentals, and office or

  event supplies.

• Serve as the Guest Travel Coordinator (GTC), arranging flights, lodging, and travel logistics

  for visiting guests.

• Serve as Travel Assistant to Senior Researcher and Chaired Professor of the Practice.

• Prepare and process travel expenses reimbursements and honoraria payments for guests.

• Coordinate the procurement of services, supplies, and equipment, including creating purchase orders in accordance with University purchasing policies and procedures.

• Assist with the hiring, onboarding, and supervision of student workers.

• Maintain organized filing systems, records, and documentation to ensure operational

  efficiency and compliance with department and University policies.

• Coordinate meetings and events by managing schedules, communications, agendas, catering,

  room reservations, and meeting setup and teardown.

• Facilitate cross-functional collaboration and support trans-institutional initiatives and

  partnerships as assigned.

• Contribute to departmental operations through the coordination and execution of special projects and other assigned responsibilities.

• Field calls to Chaired Professor of the Practice as needed.

• Coordinate cross-team collaboration and trans-institutional engagement as assigned.

Research Support:

• Conduct literature and content research to support Chaired Professor of the Practice and Senior Researcher’s research initiatives.

• Identify, review, and compile new and relevant research publications from academic databases and online resources.
• Monitor emerging research and summarize findings.
• Prepare research memos that synthesize literature, findings, and background information.
• Perform copy editing and proofreading of research manuscripts, reports, presentations, and other written materials.

• Assist with organizing and maintaining research resources and reference materials.

Other:

• Support departmental operations and special projects as assigned.

Education and Certifications

• An Associate’s or Bachelor’s degree from an accredited institution of higher education is necessary.

Experience and Skills:

• At least two years of professional experience is necessary.
• At least four years of directly related experience is highly preferred.
• Strong copy-editing skills are necessary.
• Strong interpersonal communication skills are necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• Demonstrated ability to work independently and in a team setting is necessary.
• Knowledge of University policies, processes, and procedures is preferred.
• Microsoft Office proficiency (including Word and Excel) and Adobe Professional is necessary.