Program Coordinator, Temporary

Position Summary
The Temporary Program Coordinator position is part of the Master of Public Health (MPH) degree program team in the Office of Health Sciences Education at Vanderbilt University School of Medicine. The Program Coordinator is a key contributor to the success of the MPH program in an administrative support role as the front office greeter/facilitator and works with the MPH Program Director and Program Manager.

The Coordinator interacts regularly with Vanderbilt University (VU) and Vanderbilt University Medical Center (VUMC) faculty, staff, and students to support positive teaching and learning experiences. The role provides important administrative support for meetings, classes, and events such as new student orientation and graduation. The Coordinator reports administratively and functionally to the MPH Program Manager and receives task supervision from the MPH Practicum Director and Program Director. The position is full‑time, on‑site, and requires arrival no later than 8:00 am, Monday‑Friday.

About The Work Unit
The Office of Health Sciences Education (OHSE) administers the degree programs of the Vanderbilt University School of Medicine and supports its mission to catalyze impactful discovery, servant leadership, and lifelong learning. OHSE staff provide comprehensive support across academic program administration, educational design and informatics, student services, and financial and operational oversight.

The MPH degree program is affiliated with the VUMC Institute for Medicine and Public Health (IMPH) and serves approximately 60 students across three tracks: Epidemiology, Global Health, and Health Policy.

Key Functions And Expected Performance
Administrative (70%)

Acts as first point of contact for the MPH office, receiving and directing visitors, deliveries, mail, emails, and phone inquiries; provides timely and professional customer service to students, faculty, visitors, and others.

Arrives each day to unlock classroom and office doors, checks and replenishes supplies, and sets up A/V for course instructors.

Coordinates routine repair requests of shared spaces (classroom and MPH office).

Maintains current and accurate calendars for MPH classroom and office spaces; fields reservation requests and populates student event calendar.

Supports meetings and events throughout the year (orientation, social events, graduation, etc.) with room scheduling, facilities coordination, A/V set‑up, catering, travel arrangements, visitor itineraries, materials, invitations/RSVPs, documentation of sessions.

Assists with academic and operational support, including updating and distributing course documents and committee materials, annual catalog and handbook revisions, alumni surveys, and accreditation materials.

Assists in development and distribution of MPH course evaluations, compiles data, and produces timely and accurate reports.

Processes reimbursement requests, purchase orders, and OneCard transactions in compliance with Vanderbilt University policies.

Orders and organizes supplies and equipment; maintains office and classroom inventories; ensures spaces are organized and stocked for classes or meetings.

Creates written and visual content for website, social media, student handbooks, VUSM catalog, and graduation program; submits program news and announcements to newsletters and other publications.

Updates alumni and constituent contact distribution lists.

Supports program committees (Admissions and Promotion, Diversity, Curriculum, Advisory).

Coordinates recruitment event details and applicant campus visits with the MPH Program Manager.

Communicates regularly, engages collaboratively with teammates, and works effectively independently when needed.

Maintains confidentiality of sensitive information and follows best practices for documentation and record‑keeping.

Event Support (25%)

Schedules events, faculty meetings, academic advising meetings, classroom sessions, exams, speakers, and presentations; maintains accurate shared calendars.

Updates invitation lists, sends invitations and reminders, and tracks registrations/RSVPs.

Oversees event logistics, including space reservation, vendor quotes, set‑up, clean‑up, on‑site support, payment processing, and attendance tracking.

Miscellaneous (5%)

Other duties as assigned.

Supervisory Relationships
This position does not have supervisory responsibility. It reports administratively and functionally to the MPH Program Manager and may also receive task supervision from the MPH Program Director.

Education and Certifications

Associate’s degree required.

Bachelor’s degree preferred.

Experience And Skills

Consistently pleasant greeting style and friendly, helpful nature.

Strong attention to detail and accuracy.

Excellent computer skills; proficiency in Microsoft Office Suite (Word, Excel) necessary.

Excellent verbal and written communication skills; strong interpersonal and customer service skills.

Strong initiative; ability to work independently and as part of a team.

Ability to plan, develop, and coordinate multiple projects.

Ability to maintain confidentiality of records and information.

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