The Program Specialist is responsible for managing the department administrative office front desk, travel and reimbursements, clerical support for classrooms, procurement/purchasing role, and manage undergrad student workers. The Program Specialist is also responsible for maintaining the department website and newsletter. This person will work primarily with Admin Manager and Psychology faculty, staff, students, and visitors.
The internationally renowned Department of Psychology houses several award-winning professors who are distinguished scholars in their respective fields and who are dedicated to providing world-class education and training to our undergraduate and graduate students. While our course curriculum encompasses all of the sub-disciplines of Psychology, the research of our faculty centers around three major areas: Clinical Science, Cognition and Cognitive Neurosciences, and Neuroscience.
Administrative Support 75%
Manages travel and expense reimbursements for Psychology faculty and staff as needed.
Manage administrative office front desk (i.e. greet visitors, answer inquiries, open/close office).
Maintain and oversee reserved parking cards.
Manage incoming and outgoing mail, as well as mailbox assignments.
Receive deliveries.
Submit procurement orders, subject payments and reimbursements.
Manages VU One Card for department and reconciles on a monthly basis.
Maintain department website
Maintain and update Department monitor on a weekly basis
Responsible for overseeing all talk, seminar and event announcements through MyEmma
Other duties as assigned.
Program Support 25%:
Manages travel and expense reimbursements for Psychology students as needed.
Maintain online classroom reservations.
Assign major/minor advisors for undergrad students in Psychology.
Manage onboarding for undergrad student workers.
Approve timesheets for undergrad student workers.
Provides support for departmental events (Graduate Orientation, Graduate Recruitment, Special Receptions / Events) as assigned.
This position does not have supervisory responsibility. This position reports administratively and functionally to the Program Coordinator.
A High School Diploma or GED is necessary plus 2-3 years of experience. An associate degree or bachelor’s Degree from an accredited institution of higher education is preferred.
Demonstrated rigorous attention to detail and strong organizational and analytical skills is necessary.
Evidence of excellent oral and written communication skills, and high Interpersonal skills is necessary.
Proven ability to execute multiple tasks and work in a fast-paced environment under the pressure of hard deadlines and competing priorities is necessary.
Demonstrated ability to work independently and collaboratively is necessary.
Experience with website creation and maintenance
Two years’ experience working in a higher education/academic setting highly preferred.
Two years’ experience using Vanderbilt systems including, but not limited to Oracle and RedCap is preferred.
Three years’ experience using Adobe Professional and Microsoft Office proficiency (including Word and Excel) is preferred.
Key Characteristics of a Successful Team Member in this Work Unit:
Analytical and Detail Oriented
Autonomous
Creative Thinking
Resilient
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.
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.
Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
