Program Specialist

About the Work Unit:

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.

Key Functions and Expected Performance:

• Independently manage all student-related matters for Chemistry Department student population by:

  • Coordinating payroll related activities for all students in Chemistry (Line Manager); onboarding students, interns and observers.

  • Processing Graduate Award Forms and Benefit Award Forms; work closely with Student Accounts to ensure that all graduate student accounts are charged appropriately.

  • Responsible for monitoring student registration at the start of each semester to ensure everyone is registered properly and processing necessary corrections in a timely manner.

  • Processing appointments for student workers, interns and observers.

  • Trouble-shooting student payroll problems, insurance and student accounts issues as needed.

  • Preparing financial materials for new graduate student orientation.

  • Serves as Liaison between department and Student Financial Aid Office, Student Accounts Office, BRET Office, Graduate School.

  • Assist with development, coordination and management of student data collection systems.

  • Assist Administrative Officer, Admin Manager and Grants Manager with student data analysis for surveys and grants submissions.

  • Coordinating UG student employee recruitment through Hire-A-Dore account

  • Visa processing for Foreign Nationals students.

  • Maintaining student financial records.

• Assist Chemistry Graduate Program Coordinator by:

  • Serve as alternate representative as needed, independently promote the Graduate Program in Chemistry at targeted conferences and Graduate Fairs and conferences.

  • Assisting with Graduate Students Recruiting visits, recruiting events/interviews, orientation, reservations and student related promotional events.

  • Assisting with graduate program related changes to the website and managing the listservs, directory and Vanderbilt alumni LinkedIn page for students.

  • Assisting with booking travel for prospective graduate students and arranging itineraries (ground transportation, meals, meetings etc.)

  • Assisting with preparing expense reimbursements for guests and students as needed.

  • One Card holder assigned to Graduate Program in Chemistry; responsible for processing all related expense reports.

  • Responsible for maintaining electronic student files.

• Additional duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility of staff, but serves as line manager for student employees; this position reports administratively & functionally to the Program Coordinator.

Education and Certifications:

• An associate’s degree from an accredited institution of higher education or combination of directly related experience and education is necessary. 

Experience and Skills:

• Experience working in a high-volume administrative setting highly preferred.

• Rigorous attention to detail and strong organizational & analytical skill is necessary.

• Excellent oral and written communication skills are necessary.

• Ability to execute multiple tasks and work in a fast-paced environment under the pressure of hard deadlines & competing priorities are necessary.

• Demonstrated ability to work independently and collaboratively is necessary.

• Proficient user of Vanderbilt systems including, but not limited to Oracle Cloud, Concur, Business Objects/BI Launch systems, Adobe Professional and Microsoft Office proficiency (including Word and Excel) is desirable but not required.