Position Summary:
The Academic & Educational Support Program Coordinator is part of the Office of Student and Academic Services (OAS) at Vanderbilt University School of Engineering. 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.
About the Work Unit:
The Vanderbilt School of Engineering is internationally recognized for the superior quality of its research and education programs in selected fields of engineering. The school prepares students to become leaders and innovators in solving increasingly challenging and significant problems.
The school strives to meet the undergraduate education portion of its mission by offering these degree programs in fields of engineering relevant to the needs of society. An objective of these programs is to provide a technical education integrated with strong humanities, fine arts, and social sciences subject matter to provide the requisite foundation for lifelong learning. The availability of second majors and minors in subject areas in other schools and colleges of the university increases opportunities for engineering students to enhance their education by pursuing studies in the non-technical disciplines.
Key Functions and Expected Performance:
o Serve as administrator for high student traffic office, offering guidance and making relevant referrals to students, faculty, and staff
o Manage OAS office email, telephone, physical mail, and staff calendars
o Coordinate procurement for OAS by executing purchasing and other financial transactions for office and maintaining the OAS office OneCard
o Coordinate classroom reservation requests for the School of Engineering
o Collaborate with graduate student assistants to maintain consistent and efficient office coverage
o Organize committee meetings
o Collect and circulate motions presented to the Curriculum Committee, Administrative Committee, and VUSE Faculty
o Attend all meetings at which school-level curricular motions are considered and track amendments and votes
o Maintain archive of all actions made on curricular motions
o Assist with entering approved curricular changes into Kuali system for accurate catalog and course listings
o Serve as primary processor for academic transactions submitted to the OAS, including class withdrawals, special enrollments, major and minor declarations, and FERPA authorizations
o Assist with critical OAS functions, including academic schedule build, compilation of instructional report, and end-of-semester actions.
o Archiving of academic transaction in digitized student records
o Produce certification letters for students applying to study elsewhere or seeking employment
o Assist with planning and co-present at academic events, workshops, and meetings
o Mentor a small caseload of undergraduate students through the Academic Mentoring and Required Leave of Absence programs
o Offer dedicated support for interested Intra-University Transfer students by promptly addressing inquiries, delivering joint presentations, and holding short meetings when requested
o Assist in monitoring the academic progress of undergraduate engineering students
o Develop engaging visuals and graphics using Canva or similar program
o Maintain an active Instagram presence, creating and scheduling posts that align with programming and undergraduate academic calendar
o Work with key campus partners, including plant operations, reservations & events, and catering to host OAS events (including Senior Awards and Convocation)
o Serve as project manager for special and emerging projects for OAS and School of Engineering
Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of the Office of Academic Services.
Education and Certifications:
Experience and Skills:
General Characteristics of a Successful Vanderbilt University Staff Member:
ACCOUNTABILITY: Owns decisions, outcomes, work products, etc. that are within the scope of one’s role.
o Works through Issues – Recognizes that the work is about successful outcomes, if things aren’t going well, outcomes suffer; is willing to have crucial conversations if things aren’t going well; doesn’t just complain to management… does everything possible to remedy the situation directly first
o Reliable – Does what they say they will do, when they say they will do it; shows up for work when expected; doesn’t push the burden of work volume or deadlines to others
o Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together
o Acceptance of Feedback – Takes constructive criticism with grace, and makes improvements without taking it personally or holding grudges; when wrong, owns it - freely admits mistakes
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.
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