Part-Time Program Assistant - Office of Health Sciences Education (OHSE)

Vanderbilt University - Nashville, TN

The Program Assistant position is a part-time role (~20 hours per week) and is administratively part of the Vanderbilt University School of Medicine (VUSM) Office of Health Sciences Education (OHSE). Reporting directly to the Master of Science in Clinical Investigation (MSCI) Program Manager, the position may also receive task supervision from the MSCI Program Director. The Program Assistant interfaces regularly with Vanderbilt University (VU) faculty members, VU and Vanderbilt University Medical Center (VUMC) staff members, and MSCI students.

The MSCI program trains investigators in the techniques and processes utilized in clinical and translational research. This program provides a direct, mentored experience in clinical investigation and, through didactic work, provides trainees with a strong foundation in study design, biostatistics, biomedical ethics, clinical pharmacology, human genetics and genomics. The program typically takes two years to complete. Graduates successfully compete for grants such as the NIH K23, VA Career Development Award, NIH R01, and major foundation grants.

Duties and responsibilities

Assists the Program Manager with the coordination of program meetings and seven annual program events:
§ Orientation/introductory luncheon

§ Resource workshop

§ Fall social

§ MSCI Fall information & recruitment Sessions

§ Holiday network event

§ Medical student research day

§ Graduation celebration

§ Managing space requests and logistics planning; making reservations (including receipt, confirmation and reminders) and resolving room scheduling conflicts; soliciting needs related to space from faculty, staff and students; distributing information related to room reservations to faculty, students and other attendees.

§ On the day of events, managing room preparation that includes technology set-up, chair/table set-up, etc.

§ Ensuring audio-visual or other equipment to be used by presenters are identified before events and provided appropriately at the event; pre-loading PowerPoint presentations before events begin

§ Collaborating with organizers (and presenters, as appropriate) to produce hand-outs, purchase supplies, make copies, and distribute as appropriate

§ If food is to be served at an event, coordinating the planning and execution, from determining the menu, selecting the vendor (and other service, if needed), handling logistics of delivery, clean-up, and payment

§ Collaborating with organizers on event advertising/promotional materials and other communications related to the event; for public events, placing advertising in MyVU and MyVUMC as appropriate, and ensuring proper placement on program, VUSM and VUMC calendars

§ Managing event invitations, registration/RSVP and attendance/registration lists; using online tools such as Paperless Post, RedCap, etc., to manage online invitations and RSVP/registration

§ Sending reminders to meeting attendees; responding to inquiries from participants and organizers, to facilitate program planning and attendance

Assists the Program Manager with academic/program operational support:
§ Room scheduling and logistics for class sessions and program meetings

§ Course support, including preparation and/or distribution of course documents (e.g., syllabi, handouts, examination materials, etc.)

§ Preparation of candidate documentation for MSCI Admissions Committee meetings

§ Annual revisions to the VUSM Catalog and program handbook

§ Gathering and formatting information needed for university, VUSM and program graduation ceremonies

§ Tasks supporting MSCI data management, particularly that related to adherence to internal and external reporting requirements (CTSA renewal, T32 grant & K/R/U Award applications/renewals and institutional accreditation (SACS) reports), including:

§ Auditing incoming student, current student, alumni curriculum vitae for publications and presentations

§ Administrative support for annual graduate exit interviews (scheduling, recording interviews, transcribing interviews, etc.)

§ Administrative support for alumni survey

§ Updating MSCI student and alumni database in REDCap

§ General office tasks, including correspondence/mailing, filing, and photocopying

§ Updating the MSCI web site

§ Fielding questions from students, faculty and staff (in person, over telephone or over email) and responding in a timely fashion; if not knowledgeable about the answers to questions, routing question to the appropriate party for response

Purchasing and fiscal responsibilities:
§ Performs purchasing using Oracle system and manages related records according to established VU, OHSE and program policies and procedures

§ Maintains current and accurate records of purchases and payments

§ Checks ordered items against those delivered and resolves discrepancies with vendor

§ Assists students, faculty and staff with expense reimbursements, as needed

§ Compiles purchasing/finance reports, as needed

§ Compiles information weekly for One Card (VU purchasing credit card)

§ Maintains receipts, statements, and related documents in Oracle for One Card transactions

§ Submits weekly expense reports in Oracle for One Card transactions

§ Trouble-shoots any issues arising with Oracle transactions relating to requisitions, purchase orders, expense reports, etc.

§ Orders supplies, books, and software for program-related needs; checks orders on arrival to ensure proper items arrived and the final cost is as expected when the order was placed; troubleshoots any issues with orders such as out-of-stock items, substitutions, erroneous charges, refunds, etc.

§ Requests new vendors be added to Oracle, as necessary

§ Manages occasional program-related travel arrangements for faculty members, including the MSCI Program Director

§ Assists Program Manager in completing Graduate Award Form for student financial assistance processing each semester

Profile of an Ideal Candidate

A High School diploma or equivalent is required.
An Associate’s degree from an accredited institution of higher education is preferred.
A Bachelor’s degree from an accredited institution of higher education is highly preferred.
At least three of related work experience is preferred.
Knowledge of Microsoft Outlook, Excel, Word and PowerPoint is required.
Knowledge of Microsoft Publisher is preferred.
Knowledge of REDCap is preferred.
Knowledge of Oracle is preferred.
Experience working with FERPA rules/regulations is preferred.
Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community is preferred.
Ability to communicate effectively, both orally and in writing is preferred.
Ability to maintain confidentiality of records and information is required.
Ability to manage multiple tasks and own outcomes is required.
Organizational skills and self-motivation is required.
About Vanderbilt Benefits

Vanderbilt University 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.

About Vanderbilt University

Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University 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. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).

Commitment to Equity, Diversity and Inclusion

Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.


Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply

Job: Administrative / Office Support Supervisors, Leads, and Staff
Primary Location: United States-Tennessee-Nashville
Organization: 18520 - Professional Non-MD Programs