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 and for 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.

• 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.

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

The position has no supervisory responsibilities within the department.

• 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.

• 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.

• Acceptance of Feedback – Takes constructive criticism with grace, and makes improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
• Adaptability – Reads cues and adapts accordingly. Adjusts style and approach to accommodate the styles and needs…