Senior Student Services Coordinator

Position Summary:

The Senior Student Services Coordinator is part of the Medical Student Affairs (MSA) team within the Office of Health Sciences Education, School of Medicine, at Vanderbilt University and is a key individual contributor responsible for ongoing maintenance of program objectives and assisting with program and event management. The Senior Student Services Coordinator will execute and assist with school programs and major school events. This position is also responsible for tracking the Doctor of Medicine student compliance and will provide support for various student programs, interacting with volunteer student leaders on a regular basis. Reporting directly to the Director, the Senior Student Services Coordinator will work regularly with students, faculty, and other staff in a fast-paced environment to meet the diverse needs of student life and wellness in the MD program. 

About the Work Unit:

The Office of Health Sciences Education governs the range of educational activities of the Vanderbilt University School of Medicine, including undergraduate medical education/MD program, graduate medical education, and physician continuing professional development, as well as several advanced degree programs in applied medical fields. Our office serves Vanderbilt University School of Medicine students, house staff, and faculty throughout the continuum of medical education. The office also provides the many services that support these academic programs, including education technology and informatics, simulation programs, educator development programs, financial and administrative oversight, student services, and education research resources. 

The Office of Medical Student Affairs supports medical student life at Vanderbilt University School of Medicine, providing personal, professional, and academic guidance. MSA works to ensure the success of our medical students as they progress through their training. The MSA team works under the leadership of the Senior Associate Dean of Medical Student and Alumni Affairs and collaborates daily with student volunteer leaders as well as ~400 students enrolled in the Doctor of Medicine program.

Key Functions and Expected Performance:

• Serves as primary compliance contact for MD program students and ensures completed requirements with Vanderbilt University, Vanderbilt Medical Center, and the Department of Veteran Affairs; maintains working knowledge of systems used to support compliance requirements, such as Oracle Learning, VUMC Learning Exchange, and VA onboarding procedures.

• Collaborates with staff in VU Medical Center, University, and Department of Veterans Affairs, as well as teams within OHSE, to execute advanced scheduling of MD student compliance activities.

• Tracks completion of compliance trainings, including Protection of Minors, N95 mask fitting, Blood Born Pathogen, Annual Training, Be Safe Modules, and VA credentialing for 400+ MD students throughout the academic year

• Oversees all phases of planning for assigned programs and events to further the reputation of the School and Office, including coordination of facilities, A/V, catering, publicity, invitations/RSVPs, presentation/program materials/handouts and volunteers for a variety of well-executed events geared toward a diverse, multi-disciplinary group of participants

• Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of assigned programs and events; negotiates terms, executes, and administers multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures.

• Lead administrator of SOM student organizations, including honor societies, and other University and Medical Center offices, working closely with volunteers in establishing goals and priorities.

• Assists the SOM Wellness Committee with the planning and execution of monthly Social Rounds

• Oversees all Anchor Link activities and submissions for all student organizations.

• Supports office and student organization processes using a wide variety of systems and software to execute financial reporting, event processes, and website maintenance.

• Monitors and tracks expenditures and revenue for assigned MSA events and programs to maintain accurate financial records.

• Maintains efficient office operations by routinely responding to purchasing requests for a variety of goods and services in support of program via University OneCard and/or Oracle Purchasing, ensuring keen attention to detail and compliance with Vanderbilt University policies and guidelines.

• Works closely with the four Colleges to maintain the MD student lounge

• Develops and maintains commencement materials, such as commencement programs, presentations, graduate composite, and other tasks as assigned.

• Manages student event calendar in Vstar.

• Coordinates the scheduling of evening electives each fall and spring.

• Serves as first point-of-contact for assigned special projects related to the MD program and perform other duties, as assigned, in support of the overall MSA, OHSE, and KNN missions.

• Manages the MSA graduate assistant position, assigning work schedule and projects.

• Assists in coordinating and facilitating event planning operations to ensure the successful execution of key events such as commencement, white coat ceremony, cadaver ball, match day, orientation, and student retreats, working collaboratively with relevant stakeholders to ensure seamless execution.

• Supports Associate Dean of Medical Student Affairs as needed.

Supervisory Relationships:

• This position includes minimal supervisory responsibility, overseeing the MSA graduate assistant position. The Senior Student Services Coordinator reports to the Director of Medical Student Affairs.

Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education and 2 years of experience or the equivalent combination of education and experience is necessary.

Experience and Skills:

• Prior experience in education or demonstrated leadership in extracurricular activities is preferred. 

• Excellent verbal and written communication skills are necessary.

• Established computer skills, such as proficiency with Microsoft Office suite, is necessary. 

• Experience with Engage platform, Canva, and Sign-up Genius.

• Experience with program development in a professional/graduate school setting.