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The Admissions and Administrative Program Coordinator role is part of the Department of Special Education at Vanderbilt University and is a key individual leader responsible for assisting the Program Director and other staff in planning, coordinating, administering, and reporting on the Next Steps at Vanderbilt Inclusive Higher Education Program. Reports directly to the Program Director of Next Steps.

The Program Coordinator will assist in planning, coordinating and executing various projects within the Next Steps program, including managing admission and recruitment efforts, social media and marketing, and scheduling key activities. This role will assist in daily operations and will be the program's main point of contact.

About the Work Unit

Ranked as the #1 Special Education Program in the nation by U.S. News & World Report for more than a decade, our department has long been a leader both in research and practice.

The mission of the Department of Special Education is to improve the lives of children and youth with disabilities through (a) the preparation of exceptionally competent teachers and researchers, (b) conducting research that informs and improves educational programs and behavioral interventions, and (c) leadership in professional associations and advocacy for persons with disabilities. We are committed to equipping students with diverse backgrounds and experiences to provide exceptional services and supports to people with disabilities and their families.

Duties and Responsibilities

Coordinator for Next Steps’ recruitment activities and admissions (Approximately 40% of time)

• Develops recruitment plan to increase visibility and admissions efforts, increase cohort diversity and applicant pool

• Acts as a representative for the program by answering inquiries, providing information, and addressing concerns

• Represents Next Steps at campus and community events in Middle Tennessee as a recruiter (e.g., Transition Fairs)

• Organizes and manages Next Steps on-campus recruitment events (e.g., College Night, Open House, high school campus visits, individual campus visits)

• Effectively communicates with on-campus event partners before and after events to ensure they are properly informed

• Plans, schedules, and manages visits/tours for outside programs and high schools

• Maintains list of middle TN community and local school events to spread awareness about inclusive higher education opportunities, assist with staffing assignments to attend such events, this can also include personal travel to assist with recruitment and awareness activities • Manages the application, interview, and admission process for new Next Steps students and their families, ensuring individualized support is provided as needed

• Keeps program website content up to date

• Develops and disseminates marketing and event materials for recruitment and development purposes

• Creates and disseminates the Next Steps at Vanderbilt monthly newsletter

• Oversees Next Steps social media sites (Instagram, Facebook, Twitter) and creates a social media plan to increase visibility, recruitment and showcase program strengths

• Collaborates to develop and implement overnight experiences for prospective students in the summer

• Other recruitment projects as needed

Completes program administrative tasks while contributing to program monitoring and implementation to meet the goals, objectives, and timelines (Approximately 40% of time)

• Supports with creating and adding calendar events to student schedules for their peer mentors, classes, and internships

• Monitors agreements for the procurement of services, supplies, and equipment

• Provides budgetary management to the program by monitoring expenditure reports, requisitions, and billing utilizing Oracle Cloud

• Identifies, researches, and selects the facilities necessary for various Next Steps activities and meetings, compiles meeting notes at each team meeting

• Provides data coordination support for the Next Steps program

• Contributes program and grant-related reports for the Next Steps program

• Creates and manages multiple RedCap surveys for program use

• Collaborates with SLATE team to manages SLATE applications, surveys, and event RSVPs

• Leads the graphic design, organizational elements, and content collection of the Next Steps Annual Report and distribution

• Other program administrative tasks may be included based on program need

Student Support Roles (Approximately 15% of time)

• Leads one-on-one weekly advising sessions and manages communications with student and families in order to ensure advisee’s success in all program matters

• Attends and provides suggestions in Person-Centered Planning meetings with advisees and their families

• Assists with planning and implementing various Next Steps activities when needed, such as Orientation activities and Disability Day on the Hill

• Other student support roles as needed

Development (Approximately 5% of the time)

• Collaborates with staff on the management and planning of Giving Day

• Develops print marketing collateral related to fundraising in collaboration with creative services

• Manages correspondence with the Next Steps Advisory Council and attends quarterly meetings

Qualifications

Job requires Bachelor’s and 1-2 years of experience or the equivalent.

• Meticulous attention to detail and organization is necessary

• Ability to work on multiple projects simultaneously is necessary

• Professional and pleasant attitude with positive judgment in interactions with students, faculty, and staff is necessary

• Strong speaking, writing, communication, and organization skills is necessary

• Experience using platforms including Canva, Instagram (creating reels), Google calendars, Emma, Microsoft Teams is highly preferred

• Strong skills in organizational technologies is highly preferred

• Prior administrative responsibilities within a higher education setting is highly preferred

• Prior experience with individuals with intellectual disability is preferred

• Prior experience working at Vanderbilt University is preferred

• Prior experience assisting with small event planning, communications, and scheduling 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

  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.