Program Specialist

Program Specialist

The Program Specialist is located on the Peabody structure in the College of Arts & Science at Vanderbilt University and is responsible for the administrative functions of the undergraduate programs. The Program Specialist will report directly to the Program Coordinator and will work closely with the Directors of Undergraduate Studies in Classical Studies, Religious Studies, and Political Science. This position will engage with a wide range of colleagues (faculty, staff, and students), in various areas and central offices. The position requires a thorough understanding of University policies and procedures.

The Peabody structure is comprised of three departments including Classical Studies, Religious Studies, and Political Science. These departments have full-time faculty members who teach an array of courses, and work extensively on research projects. The departments host classroom guest speakers, field trips, as well as a variety undergraduate events.

Key Functions and Expected Performance:

Manages administrative processes for the undergraduate programs in the Peabody structure (50%)

• Processes major/minor declarations, advisor assignments & other forms and inquiries such as independent study and grade changes.
• Manages enrollment functions via Peoplesoft.
• Processes end of the year prizes/awards for undergraduate students.
• May assist with SACS reports for the undergraduate programs.
• Maintains the major and minor department listservs for undergraduate programs.
• Works closely with Directors of Undergraduate Studies (DUS) to track undergraduate data and support program needs.
• Assists the graduate Academic & Educational Support Program Coordinator.
• Distributes regular communications to undergraduate students, including producing weekly newsletters and announcements.

Course Scheduling (10%)

• Collects scheduling information for the undergraduate programs for each semester and summer sessions.
• Enters large complex schedules in CPI (coordinating special cases such as cross-listings, eligibility for other majors, new courses, etc.).
• Updates course/instructor/classroom information as needed.
• Reviews and proofs academic schedules on YES and works with Academic Services and the URO on changes.
• Submits TA/Course Assistant/Course Coordinator/Grader assignments to the URO to ensure access and integration with Brightspace, YES, and the Course and Teaching Evaluation System.

Administrative Duties (40%)

• Assists with special projects and requests (i.e. Maymester).
• Course Procurement, One Card purchasing and Guest Travel Coordinator.
• Provides guidance for student travel and assists with processing travel and other expense reimbursements for students and classroom guests.
• Coordinate classroom speakers and multiple undergraduate events for large groups.
• Hires and supervises undergraduate student workers – including approval of timecards.
• Additional duties as assigned.

Additional assignments, as needed.

Supervisory Relationships :

The Program Specialist has supervisory responsibility over the undergraduate student assistants. The position will report administratively & functionally to the Academic & Educational Support Program Coordinator.

Education and Certifications:

• A Bachelor's degree from an accredited institution of higher education is preferred.

Experience and Skills :

• 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.

Required Skills

• Corporate Travel Management - VU
• Discretion - VU
• Editing - VU
• Event Planning - VU
• Expense Management - VU
• Process Improvement - VU
• Project Coordination - VU
• Purchasing - VU
• Records Management - VU
• Relationship Management - VU
• Strategic Prioritization - VU

About Us

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.

Job Info

• Job Identification 10008450
• Posting Date 06/12/2026, 06:34 PM
• Locations Nashville, TN, United States (Hybrid)
• Degree Level High School Graduate
• Job Schedule Full time
• Job Shift Day
• Job Category University Operations
• Job Function Administrative Support
• Management Level Service & Support 2