Program Specialist

Program Specialist

The Program Specialist position is in the Political Science Department within the College of Arts and Science at Vanderbilt University. This position is responsible for the administrative functions of the Public Policy Studies Program in the Political Science Department as well as assisting with administrative functions within the Peabody Campus structure. The Program Specialist reports directly to the Program Coordinator and works closely with PPS faculty directors. The position requires a thorough understanding of university policies and procedures.

Key Functions and Expected Performance:

Administrative (85%):

• Responsible for PPS web page and social media and provides support for departmental web pages.
• Build-out, implementation and management of internship opportunities webpage including an application and match-making process.
• Implements and Manages PPS Internship Program
• Oversees PPS undergraduate course support and provides support for departmental courses.
• Oversees PPS budget with the Administrative Manager to ensure funding guidelines are implemented.
• Lead on PPS undergraduate and community facing events and provides support for departmental events.
• Lead on PPS class speaker series including coordinating travel, speakers' schedules, and speakers' events, and all PPS programming.
• Liaison to Public Policy Studies Undergraduate Advisory Council.
• Prepares and maintains PPS listserv and provides support for departmental listservs.
• Creation and dissemination of PPS brochures and other media for public consumption and provides support for departmental media.

Financial (15%):

• Responsible for One Card/GTC purchases within PPS.
• Prepare, process, and closeout procurement orders for PPS.
• Expense Delegate for the PPS faculty and students.
• Handles all reimbursements and requisitions related to PPS department events, faculty, and students.
• Works with Administrative Manager and Administrative Officer to review expenses and budgets within PPS.

Other:

• Other assignments as needed by the Administrative Office and/or PPS Directors.

Supervisory Relationships:

The position has no supervisory responsibilities within the department.

Education and Certifications:

• A Bachelor's degree from an accredited institution of higher education is preferred.
• Experience working in a higher education/academic setting is preferred.
• Strong interpersonal communication skills is necessary.
• Demonstrated ability to work independently and collaboratively is necessary.
• Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
• Ability to analyze and solve problems in a timely manner is necessary.
• Knowledge of University policies, processes, and procedures is preferred.

Experience and Skills:

Key Characteristics of a Successful Team Member in this Work Unit:

• 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.
• Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
• 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.
• 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.
• Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.

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.
• 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.
• 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
• 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.
• 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.
• 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.
• 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.

Required Skills

• Corporate Travel Management - VU
• Discretion - VU
• Editing - VU
• Event Planning - VU
• Expense Management - VU
• Process Improvement - VU