The Program Specialist is part of the department core administrative staff in the College of Arts and Sciences, Division of Natural Sciences as direct support of the core team and is primarily responsible for programmatic related activities, in addition to some general administrative tasks.
The primary responsibilities include programmatic specialist tasks, student employment oversight/coordination, teaching support, scheduling, accreditation support tasks, lecture & colloquium organization as well as event support. This position is 40 hours per week and requires thorough knowledge and understanding of University policies and procedures.
The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty is comprised of several International Congress of Mathematicians (ICM) speakers and about a third of the faculty are Fellows of the AMS. The department has leading research groups in several areas of mathematics including biomathematics, combinatorics, geometry and topology, group theory, PDE's, universal algebra & logic, and harmonic analysis. The research achievements of Vanderbilt mathematics faculty have been recognized by invitations to speak at prestigious mathematics conferences such as the International Congress of Mathematicians and the AMS-MAA Mathematical Meetings.
Duties and Responsibilities
Assists Directors of Undergraduate & Graduate Studies [DUS & DGS respectively] regarding undergraduate [UG] & graduate teaching assistant planning, as well as other undergraduate student workers
Serves as undergraduate student worker line manager; coordinating hire & term dates as well as processing line manager transactions
Coordinates declaration of minor & majors; and sends various self-penned communications, independent study contracts
Assists Director of Teaching, e.g. processes activities reports; schedules appointments; requests classroom changes; prepares teaching schedules; prints on-line evals; coordinates distribution of final grade rosters; handles grade change forms; and requests syllabi & office hours from teaching faculty as well as teaching evaluation set up
Administers graduate student office assignment & submits service requests
Facilitates & submits student award processing
Assists in set up & coordination of conference support, including scheduling, itineraries
Distributes program related communications & announcements to department & others as applicable
Provides exam coordination & support through scheduling, coordinating coverage; proctor support if needed
Project management; compiles & maintains student enrollment data; assists, coordinates & manages arrangements for annual spring TMTA math contest; and the annual departmental awards ceremony
Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and departmental guests
Provides accreditation support through survey administration & data repository & preparation
Maintains department calendars, including colloquium schedules
Assists with special departmental events (receptions, conferences, workshops, colloquia, spring school, and assigns visitors offices/desks, Sat. exam office coverage, etc.).
Serves as student expense cardholder; processing related card expenses
Oversees program support needs, such as departmental & teaching supplies; text ordering & inventory; maintains seminar room reservations, assigns visitors spaces; prepares mailboxes, reports facility/housekeeping problems; monitors departmental equipment (copiers, faxes, printers, telephones, typewriters, etc.)
Makes updates to department public website, including program & appointment updates
Works in various program systems, including BLUE, SLATE, YES, RedCap, Oracle, among others
Additional duties as assigned
A high school diploma or GED is necessary.
An Associate's Degree or Bachelor's Degree from an accredited institution of higher education is strongly preferred.
Experience working in a higher education/academic setting highly preferred.
Rigorous attention to detail and strong organizational & analytical skill is necessary.
Excellent oral and written communication skills are necessary.
The 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 SkyVU, Concur, Business Objects/BI Launch systems, Adobe Professional and Microsoft Office proficiency (including Word and Excel) are strongly preferred.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000405
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.