Program Coordinator - Office of Undergraduate Medical Education
April 14, 2018
The Program Coordinator is part of the Office of Undergraduate Medical Education's Medical Innovators Development Program (MIDP) at Vanderbilt University and is a key individual contributor responsible for partnering with assigned faculty and staff on all administrative, operation, and financial tasks involved in course delivery and student experience for the MIDP. Reporting to the Office of Undergraduate Medical Education (OUME) Administrative Director, the Program Coordinator will work in a team environment with other course support staff, ensures institutional policies are followed, and actively engages in continuous quality improvement of all systems and processes.
The Program Coordinator will organize and execute class forums, meetings, and specialty events by managing venue/food logistics, schedules of visiting faculty and attendees, applicable materials, and targeted marketing/communications. The role will provide input and maintain program information on the MIDP website and e-newsletter, and will set up courses within the online learning management system.
About the Work Unit:
The Medical Innovators Development Program (MIDP) is a new four-year PhD to MD training program tailored to engineers and applied scientists with existing PhD degrees. The purpose is to fill an unmet need for applied physician-scientists who can solve clinical problems by translating discoveries in a) imaging; b) informatics and systems design; and/or c) medical devices into valuable innovation that will improve the lives of our patients. Motivated physician-engineers who understand both clinical medicine and biomedical design are critical for us to achieve more than incremental change. The MIDP is our first step in a broader mission to bridge the gap between academia, industry, and health.
About Vanderbilt University:
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university's students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday.
Key Functions and Expected Performance:
Assists in the planning and development of the event or program/service in order to meet established goals, objectives, and timelines.
§Assists in the development of timelines for successful course and program delivery, collaborating with appropriate teams.
§Identifies, researches, and selects facilities and arranges necessary logistics for program activities.
§Maintains records of program's professional contacts.
§Continuously and proactively compiles, reviews, and analyzes program outcomes against the established goals, objectives, and timelines.
Assists in the execution of the event or program/service.
§In collaboration with the faculty and administrative leadership, course support colleagues, and instructional design team, creates and supports courses in the learning management system and ensures smooth course operations.
§Maintains program website, while aligning content with other program areas within OUME and maintaining web standards.
§Provides content for the monthly MIDP newsletter.
§Oversees and maintains MIDP social media presence.
§Oversees MIDP admissions email inbox.
Provides budgetary management to the program.
§May write specifications, negotiate and monitor agreements for the procurement of services, supplies, and equipment under the direction of the OUME-Administrative Director.
§Monitors expenditures and consults on allocation of funds throughout the program.
§Makes purchases with a procurement card or with procurement requestor privileges in relevant software.
Provides administrative assistance to program and faculty and administrative leadership.
§Acts as a liaison for the program by answering inquiries from a variety of stakeholders, providing information and addressing concerns.
§Provides administrative support for the MIDP student application and admission process and for the Advisory Committee activities throughout the year.
§Assists in the annual review of MIDP-related catalog content.
§Imports course materials into the learning management system on behalf of faculty, as needed.
§Interfaces with applicable faculty and staff for specific projects that enhance the course offerings and programs, including the organization of programmatic calendaring.
§Assists with faculty and visitor travel, and student travel arrangements relating to conferences and a program-sponsored spring break trip.
Provides cross-coverage and tactical support for OUME teams.
§Provides learning management system coverage to other OUME course support teams.
§Provides purchasing coverage to other OUME course support teams through the procurement process.
§Assists with OUME events.
This position does not have supervisory responsibility; this position reports administratively and functionally to OUME Administrative Director.
Experience and Skills:
§At least one year of experience in higher education or program administration is necessary.
§Demonstrated experience in program administration and coordination is necessary.
§Experience with purchasing and/or small scale event coordination is necessary.
§Skill in organization and self-motivation is highly preferred.
§Skill in the use of computers, including Microsoft Excel and web-based learning environments is highly preferred.
§Excellent written and oral communication is highly preferred.
§Highly committed to professionalism, attention to detail, problem solving, and time management is highly preferred.
§Ability to work efficiently and effectively with competing priorities and deadlines in a face-paced environment is highly preferred.
§Accountability for assigned tasks and ownership of work product is highly preferred.
In addition to offering a lively community that encourages learning and celebrates diversity, VU offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview
Key Characteristics of a Successful Team Member in this Work Unit:
§Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well.Doesn't expect from others effort that one is unwilling to do themselves.Finds ways to acknowledge other's strong suits.
§Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
§Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
§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.
§Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
General Characteristics of a Successful Vanderbilt University Staff Member:
§Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
§Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
§Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don't know what someone does, it doesn't mean they're not doing anything.
§Autonomous – Self-managing; self-motivated.Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
§Believes – Believes in the work being done and in the importance of the organization's mission.
§Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
§Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.
§Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
§Honest and Transparent – Doesn't have hidden agendas. Doesn't play people against each other. Is authentic and forthright.
§Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
§Maturity – Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct
§Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
§Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful.Sends appropriate notes of thanks to others who have helped.Avoid gossip or saying negative things about co-workers.Patient and generous.Make suggestions rather than stating hard and fast opinions.Avoids being negative, sarcastic, and cynical.
§Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn't bring their own personal ‘little black clouds’ into the work environment.
§Perspective – Maintains a sense of humor and perspective.Can laugh first and foremost at oneself.
§Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, ‘pretend your children are watching’ how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
§Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better.Places a high value on learning and getting better
§Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
§Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
§Responds Promptly – When emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important.Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
§Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that ‘knowledge is power’ is less effective than ‘sharing knowledge is power.’ Asks for advice, and considers it thoughtfully.
§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.
Internal Number: 1800597
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.