Assistant Director of Summer Institutes and Virtual Programs

Vanderbilt Programs for Talented Youth (PTY) works to develop talent in academically advanced and high-achieving students and those who work with them. PTY is part of Vanderbilt Universitys Peabody College of Education and Human Development and is led by staff who are dedicated and experienced in providing evidence-supported talent development opportunities for academically advanced and high-achieving learners in a creative supportive and academically rigorous environment. PTY currently sees over 2000 students through day residential and online programs and has plans to expand program opportunities to serve more students. Founded in 2000 under the vision and leadership of Dean Camilla Benbow a protg of Dr. Julian Stanley and founder of talent search programs PTY is comprised of a small staff who are dedicated hard-working and passionate about the programs offered.

Key Functions and Expected Performance:

The Assistant Director of Summer Institutes and Virtual Programs will conduct the following duties for programs within their caseload:

1. Enrollment Management

1a. Along with the director identify marketing opportunities to meet new audiences who might be interested in programs within the caseload.

1b. Use data to make projections and track admissions performance year-to-year within the caseload; report data and synthesize findings to PTY leadership; propose ideas based on data and findings within the caseload.

1c. Oversee the student admissions process for pre-college programs within their caseload including answering student and family queries managing group inboxes related to admissions tracking and processing applications payment and financial aid sending admissions notices and collaborating with other PTY staff members and supervisors to ensure consistency and professionalism in communication and processing experience across programs.

1d. Oversee the processing of financial aid awards and track year-to-year award amounts for residential and virtual programs within the caseload; provide reports to PTY leadership to determine patterns over time and to support budget projections.

1e. Collaborate with the director to develop appropriate enrollment targets and design a plan to meet target goals.

1f. Oversee with PTY leaders education sessions for current and prospective students and families.

2. Staff Recruitment Training Supervision and Experience

2a. Oversee the recruitment of a team of undergraduate students graduate students and professionals who support select academic and non-academic components of pre-college programs within the caseload.

2b. Along with the director oversee the in-depth training of seasonal staff members related to compliance policies procedures and best practices in supporting minors participating in pre-college programs within the caseload.

2c. Provide resources for academic support of faculty/instructors teaching for pre-college programs within caseload.

2d. Directly supervise and manage a large team of seasonal staff members supporting pre-college programs within the caseload including a residential summer staff; set expectations for performance motivate the team around a common purpose and address performance concerns promptly with support from the director.

2e. Support seasonal staff in addressing minor student-related concerns and communicate to staff when student-related concerns will be addressed at the leadership level; communicate to impacted staff the resolutions of student-related concerns that are addressed at the leadership level.

2f. Provide seasonal residential staff with first-line support providing coaching moments with a focus on growing staff skills and capacity.

2g. Create a positive staff culture based on appropriate training clear expectations and consistent support.

3. Student Academic and Residential Experience

3a. Demonstrate responsibility in providing active supervision of all minors participating in pre-college programs within the caseload and the staff supporting these students.

3b. Serve as the first line of support for resolving participant concerns issues and crises including but not limited to concerns related to potential disciplinary action with support from the pre-college program Director and the Executive Director of Programs for Talented Youth.

3c. Manage communication with students and families concerning behavioral and participation concerns that could or do result in disciplinary action.

3d. Manage in-program phone calls and/or emails from families related to student experience inquiries and/or concerns.

3e. Oversee the planning of activities and the activities budget for residential programs within the caseload including managing staff planning activities; ensure activities are appropriate inclusive and support belonging and safety; regularly attend and monitor residential activities and experiences for programs within the caseload to ensure quality and the presence of a full-time staff member.

3f. Maintain a presence within the residential program living in the residential halls attending program events and providing supervision and support in the dining hall; be on call and available 24-hours a day to address concerns when students are on campus.

3g. Oversee the creation of a quality and memorable experience that promotes safety equity respect and belonging for all.

3h. Oversee housing assignments for programs within the caseload.

3i. Serve as a bridge between the family student and academic and residential components of pre-college residential programs during and prior to program inception to provide a system for sharing important and confidential information on a need-to-know basis including supervising a team of seasonal program support staff who help support this program goal.

3j. Provide leadership over seasonal programming staff in developing problem-solving strategies when students need additional and unique supports during their time participating in a PTY program.

3k. Develop a system and process to proactively communicate with parents to learn more about a students particular social emotional and academic needs and to discuss appropriate fit or steps for successful participation during and prior to program inception; oversee the documentation of communication with families and students related to conversations around health well-being and support.

3l. Meet individually with students and/or family members as needed to discuss student progress or concerns; at times oversee a seasonal team who helps with this work

3m. Oversee the observation of and support provided to students in academic social and residential settings and collection of documentation

3n. Support the overall PTY mission and the preparation and implementation of cross-program services for students parents and educators.

3o. Complete additional duties as assigned and/or as necessary for implementation of quality engaging and safe pre-college programs.

4. Compliance Policies Risk Management and Student Safety

4a. Along with the pre-college program Director and other PTY team members support systems for properly documenting student incidents concerns and disciplinary situations from response to resolution.

4b. Manage student and family expectations along with the program Director by overseeing prospective family communication admissions communication and post-admission communication; oversees pre-program communication related to policies procedures and compliance; oversee the development of the student handbook student required forms and staff handbook.

Supervisory Relationships:

The Assistant Director of Summer Institutes and Virtual Programs supervises over 30 part-time seasonal residential staff during summer program implementation as well as part-time seasonal virtual program staff throughout the year. The position also supervises high school students participating in programs within their caseload including summer institutes and virtual programs.

This position reports administratively and functionally to PTYs Director Pre-College Programs.

Experience and Education:

• A Bachelors degree from an accredited institution of higher education is necessary.
• Masters and/or doctoral degree (MA MEd PhD EdD) is strongly preferred.
• At least three to five years of experience in secondary education higher education administration school leadership or residential camp/program management is necessary.
• Demonstrated leadership and supervisory experience in an educational or program setting is necessary.
• Excellent written organizational and multitasking abilities are necessary.
• Clear and strong communication skills are necessary.
• Ability to maintain vibrant interpersonal connections while maintaining professionalism is necessary.
• Experience working with academically advanced high school students is preferred.
• Record of accomplishment of successfully leading and managing a college workforce is preferred.
• Experience in establishing and implementing protocols for the safety and security of minors is preferred.
• Ability to work with joy in a constantly evolving and dynamic office is necessary

Other Requirements:

This position requires evening and weekend work when programs are in session. The role involves a variable schedule including nights weekends and extended days when programs are in session with the busiest periods being June and July summer programs. This position also requires living on campus when students are on campus for residential summer programs.

When summer programs are not in session a hybrid schedule of remote and in-office work is permitted.