The Program Manager is part of the Residential Experience Department under the Dean of Students at Vanderbilt University and is a key individual contributor responsible for coordination of programming initiatives for the department, management of the departmental programming budget and oversight of the Front Desk Assistant program. This position oversees student residence programs that maintain and enhance the quality of on-campus residence life. Reporting directly to the Senior Director of Residential Experience, the Program Manager has extensive contact with students, departmental staff, campus partners and external vendors.
The Program Manager will oversee the programming budget for each of the nine residential areas, which includes coordinate the student checkout card process in addition to purchasing, processing payments, and approving all expenditures. The Program Manager will also provide student program assistance in terms of logistics, training, and recognition. Additionally, the Program Manager will manage the front desk operations for Branscomb and Hank Ingram desks, including hiring, training, scheduling, and supervising a staff of approximately 30 student Front Desk Assistants.
The Office of Housing and Residential Experience provides safe, secure, comfortable, accessible and healthy housing for its residents. Programming for residents builds engaged communities in which students' social needs for belonging, friendship, recognition, respect and dignity are met. These communities foster learning, personal development, academic achievement, and successful transitions for both new students and graduates.
The Office of the Dean of Students serves a central role in student learning and development at Vanderbilt, advancing the University's mission of teaching, research, and service by fostering academic and social networks through which students develop as intentional learners and global citizens. The Office of the Dean of Students creates opportunities to involve students, faculty and staff in diverse learning communities and provides a critical support structure for enriching the overall student experience. We achieve these ends through strategic alignment, both internally and in concert with other university departments. We care deeply. We educate completely. We lead with excellence. Diversity, equity, inclusion, and mental health are top priorities for the institution and by extension the offices of the Dean of Students. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Duties and Responsibilities
Administrative and budgetary responsibilities:
Manages Residential Experience programming and staff development budgets.
Performs procurement duties within Residential Experience including processing departmental purchases using the One Card and Oracle Purchasing, ensuring purchases and related reporting are processed timely and accurately in Oracle.
Monitors and manages the student checkout card process to identify process improvements and provide regular reporting to departmental management regarding process concerns and proposed improvements in their areas.
Works with Procurement Services and other campus partners to identify low cost, high performance vendors for ongoing departmental programming activities.
Assists the Assistant Director for Selection and Training in finding vendors and ordering food and other resources for all Residential Experience training events as well as candidate interviews.
Maintains positive and collaborative working relationships with vendors and campus partners; maintains database of various types of vendors.
Manages Residential Experience resource room and supply inventory.
Student and departmental programing responsibilities:
Plans, implements and manages departmental programs such as Commodore Cruise, Mega De-Stress Fest, Stress Less Spring Fest and Destination Nashville.
Coordinates campus-wide communications regarding student registration and event logistics including venue, food, special guests, transportation, and liability management for department programs.
Partners with Dean of Students Communications to advertise Residential Experience programs in accordance with all University standards.
Coordinates departmental recognitions and celebrations for professional and student staff, as well as campus partners as chair of the Recognition Committee.
Supports professional and student staff with welcome and closing program activities including the creation of materials and celebratory events.
Trains, advises, and serves as consultant to Residential Experience paraprofessional staff on programmatic efforts.
Develops and presents program training sessions to professional and student staff.
Develops yearly calendar for department wide programs observing religious holiday guidelines.
Manages co-sponsorship requests from student organizations and external departments.
Manages submission process of department wide programming into AnchorLink database as well as monitors submission of Resident Adviser programming.
Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division.
Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse 'Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.
Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.
This position does supervise a staff of approximately 30 full-time students each working up to 19 hours a week. The Program Manager provides clear performance expectations, in addition to effective and on-going ensure staff are successful in fulfilling their job functions. This position reports administratively and functionally to the Senior Director for Residential Experience.
A Bachelor's degree from an accredited institution of higher education is necessary.
At least one year of relevant experience is necessary.
Strong written and verbal communication skills are preferred.
Experience working with budget management is preferred.
Experience planning large scale programs and/or event planning is preferred.
Advanced experience with Microsoft Office Suite: Word, Outlook, Excel, Publisher, Power Point, and Adobe Photoshop is preferred.
Strong organizational skills and the ability to handle multiple tasks simultaneously is preferred.
Understanding of University Housing and Residential Education programs is preferred.
Ability to work effectively with students from diverse backgrounds attending a highly selective institution with a broad range of campus groups, departments, and organizations is preferred.
Strong interpersonal and customer service skills including the ability to develop and cultivate professional relationships is preferred.
Professional and team-focused attitude and ability is preferred.
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000979
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.