Administrative Coordinator- BRET Strategic Initiatives

Position Summary

The Administrative Coordinator, BRET Office Strategic Initiatives serves as a key programmatic and operational resource within the Office of Biomedical Research Education and Training (BRET). Reporting to the Senior Director of Strategic Initiatives, this position independently coordinates strategic projects, educational programs, office operations, and executive priorities to advance the BRET Office mission. The position manages cross-functional projects and program activities, supports the BRET Office Leadership Team, and coordinates initiatives related to graduate education and the Vanderbilt Summer Science Academy (VSSA).

The BRET Office supports graduate education, postdoctoral training, career development, trainee well-being, training grants, and related educational initiatives across Vanderbilt's biomedical research community.

• Strategic Initiatives and Project Coordination(30%)
• Partner with the Senior Director of Strategic Initiatives and BRET Office leadership to plan, coordinate, implement, and assess strategic and operational initiatives.
• Independently manage projects from planning through implementation, establishing timelines, milestones, responsibilities, and deliverables.
• Monitor project progress, identify risks and dependencies, resolve routine issues, and elevate matters requiring leadership decisions.
• Coordinate cross-functional initiatives involving BRET Office leadership, faculty, trainees, staff, and University partners.
• Prepare project plans, status reports, briefing materials, dashboards, and other resources to support leadership decision-making.
• Track strategic priorities, leadership decisions, and action items and facilitate follow-up across stakeholders.
• Gather, analyze, and summarize information to support strategic planning, program development, and operational decision-making.
• Evaluate administrative processes and workflows and recommend opportunities to improve efficiency and effectiveness.
• Coordinate implementation of new administrative processes and technologies.
• Develop and maintain standard operating procedures and project documentation.
• Coordinate special projects and initiatives as assigned.
• Senior Associate Dean, BRET Office Leadership Team, and Chazin Laboratory Support (25%)
• Provide high-level operational and project coordination support to the Senior Associate Dean and members of the BRET Office Leadership Team.
• Manage the complex calendar of the Senior Associate Dean, organizing and coordinating meetings and priorities across multiple stakeholders.
• Organize and coordinate recurring leadership meetings by developing agendas, preparing and distributing materials, documenting decisions, and tracking action items.
• Draft correspondence and coordinate executive communications and briefing materials.
• Arrange domestic and international travel, reimbursements, and business expenses.
• Assist with grant-related reports and requests for information.
• Coordinate executive priorities with the Senior Director of Strategic Initiatives and facilitate follow-up among stakeholders.
• Assist with procurement and tracking for the Chazin Laboratory.
• Partner with the Chazin Laboratory Manager to arrange laboratory meetings and special events.
• Maintain working knowledge of University procurement, travel, and business expense policies.
• Exercise discretion and maintain confidentiality when handling sensitive information.
• BRET Office Programs and Operations(30%)
• Set up and administer administrative and operational activities supporting BRET Office educational programs and office-wide initiatives.
• Serve as a primary point of contact for faculty, students, staff, visitors, and University partners.
• Coordinate office meetings,…