Academic & Educational Support Program Coordinator (10002987)
This position will provide administrative support for this area. Duties require moderate exercise of independent judgment, initiative, and the ability to make decisions relative to office operations. The position will function with a high degree of understanding of university life, policies, and procedures.
The Office of Academic Services is the engineering school's resource for undergraduates with questions related to registration for courses, application of transfer credit, dropping or adding major/minor programs, academic support services such as tutoring, and academic advising. This office also assists incoming students (both first year and transfer students) with registration.
This position would be in-person during fall and spring semesters; remote and/or hybrid work is possible during periods when students are not on campus.
Duties and Responsibilities
- Serve as administrator for the Office of Academic ServicesServe as administrator for high student traffic office, offering guidance and making relevant referrals to students, faculty, and staff
- Manage OAS office email, telephone, physical mail, and staff calendars
- Coordinate classroom reservation requests for the School of Engineering
- Coordinate and execute academic processing for undergraduate students in the School of EngineeringServe as primary processor for academic transactions submitted to the OAS, including class withdrawals, special enrollments, major and minor declarations, and FERPA authorizations
- Assist with critical OAS functions, including academic schedule build, compilation of instructional report, and end of semester actions.
- Archival of academic transaction in digitized student records
- Produce certification letters for students applying to study elsewhere or seek employment
- Support VUSE Curriculum CommitteeCollect and circulate motions presented to the Curriculum Committee, Administrative Committee, and VUSE Faculty
- Maintain archive of all actions made on curricular motions
- Enter approved curricular changes into Kuali system for accurate catalog and course listings
- Serve as Coordinator for OAS student workersRecruit, train, and supervise graduate or upper-class undergraduate student workers
- Manage schedules to ensure proper office staffing
- Coordinate with Human Capital Management (HCM) on all student employment
- Coordinate Procurement for OASOversee and execute purchasing and other financial transactions for office
- Maintain office OneCard
- Support program of faculty advising and student success effortsAssist with the offering of academic events, workshops, and meetings
- Coordinate support for at-risk students through early alert and faculty referral programs
- Coordinate prospective undergraduate student visits for the School of EngineeringWork with Office of Undergraduate Admissions to ensure proper staffing at OUA-organized events
- Coordinate prospective student visits with departments, dean’s office staff, and current undergraduate students
- Organize special events and projects for the Office of Academic Services and the Dean’s OfficeWork with key campus partners including plant operations, reservations & events, and catering to host OAS or Dean’s Office events
- Serve as project manager for special and emerging projects for OAS and School of Engineering
- Other tasks as assigned
Qualifications
- Bachelor’s Degree is strongly preferred
- Three years of experience working in a higher education setting; education can be substituted for experience.
- Strong administrative support skills are necessary
- Maintain confidentiality of sensitive information
- Proficiency in Microsoft Office suite, web-based programs, higher education software (Oracle, Peoplesoft, Docfinity, Kuali) and search engines
- Excellent verbal and written communications skills
- Meticulous attention to detail and organization
- Ability to work on multiple projects simultaneously
- Professional and pleasant attitude with considerable tact, diplomacy, and judgment in interactions with students, faculty, and staff
- Comfort with new technological systems and upgrades
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.
Vanderbilt is a community of talented and diverse staff & faculty!At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
- Working and growing together as a community of communities... we are One Vanderbilt.
- Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
- Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
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Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University requires all employees to (1) participate in any required on-campus COVID-19 testing protocol as may then be in effect, or (2) show proof of full vaccination against COVID-19.