Program Specialist
Program Specialist
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Job Description
About the Work Unit:
The Department of Mathematics in the College of Arts & Science is a recognized world leader in mathematical research and education. The faculty includes 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 PDEs 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.
The Earth and Environmental Sciences are aimed at understanding Earths dynamic history how Earth works and records its origin and age in rocks and landscapes and how geological processes affect modern environmental and ecological systems. Among the natural sciences ours is the quintessential interdisciplinary science providing vital perspective on how Earths physical and geochemical templates simultaneously sustain and threaten life and influence human interactions with Earth.
Key Functions and Expected Performance:
- Assist with Website updates as it pertains to student programming and affairs. To include updating photos adding graduate student information posting events and collaborating with the departments Web Master for all major edits.
- Book all student travel using World Travel/Concur platforms to include travel to conferences off-site research and graduate student recruitment visits.
- Book all EMS Room reservations for Student Events & Labs to include TA office hours lab reservations and student meeting rooms.
- Assist Graduate students with expense reports and reimbursement questions to include providing training when appropriate.
- Manage Graduate Studies Email Inbox
- Input course scheduling in CPI semesterly
- Submit course information updates in YES including communicating with the URO.
- Send Student Enrollment Stats to Scheduling teamsemesterly
- Submit semesterly book orders through Follett Discover
- Assist with Calculus Cafe needs to include marketing updates room reservations and purchasing requests
- Track graduate student building access
- Assign graduate student office assignments & desk keys to include key distribution for incoming graduate students updating office door signs and communicating any graduate office facilities needs with the Administrative Specialist
- Collect syllabi from instructors at the beginning of each semester
- Assist the DUS with instructor Brightspace access when needed
- Assist with Minor/Major declaration process
- Assist with enrollment requests in collaboration with the DUS
- Assist with Student Expense Only accounts for undergraduate students
- Serve as Line Manager for Undergraduate Graders
- Assist with departmental Colloquia seminar series planning and logistics to include booking visitor travel event marketing room reservations reimbursements and coordinating with faculty hosts.
Responsibilities in collaboration with the Program Coordinator:
- EES Field Trip organization including booking and organizing transportation (Lyft and Van Rentals) liability waivers and travel logistics.
- Assist with student-facing events to include but not limited to:
- EES Spring Research Gala (April)
- EES Commencement Party for undergraduate students (April)
- EES Info Session (November)
- EES E4 (September)
- Math Award Ceremony (April)
- Math First Day of Class Outreach (August)
- Math Cookie Events
- Math Ice Cream Social (September)
- Maths I love Math (February 14th)
- Math National Pi Day (March)
- Math Major Mingle (March)
- Shanks Conference (May; all-staff)
- Assist Director of Undergraduate Studies as needed
- Assist Director of Graduate Studies as needed
- Midterm Evaluations for new instructors
Supervisory Relationships:
This position has no supervisory duties. The position reports administratively & functionally to the Program Coordinator.
Education and Certifications:
- A Bachelors degree is necessary.
Experience and Skills:
- Two years of relevant experience is strongly preferred.
- Excellent interpersonal written and oral communication skills are necessary.
- Ability to work both as a member of a team and independently is necessary.
- Ability to use independent judgment and to manage and impart confidential information is necessary.
- Ability to analyze and solve problems in a time-efficient manner is necessary.
- Ability to plan develop and coordinate multiple projects with competing deadlines is necessary.
- Knowledge of academic student policies processes and procedures is necessary.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
