The Program Coordinator is part of the Office of Health Sciences Education (OHSE) team in the Vanderbilt University School of Medicine and is a key contributor to the Medical Scientist Training Program (MSTP) and responsible for elevating the community by performing essential administrative tasks. The Program Coordinator is responsible for partnering with assigned team members to perform event planning, calendar management, admissions and recruiting supporting tasks, data acquisition and management roles for program evaluation, and other tasks as needed.
Reporting directly to the Senior Program Manager, the Program Coordinator will regularly collaborate with other MSTP staff and faculty.
About the Work Unit:
The Office of Health Sciences Education (OHSE) governs the range of educational activities of The Vanderbilt University School of Medicine, including administering degree programs that provide trainees with the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient-centered health care in the 21st century. OHSE is dedicated to the goal of healthy, thriving persons and communities, and we strongly support efforts towards the health equity upon which such a goal rests. Our mission is to educate diverse, socially and culturally accountable future medical leaders who are prepared to work toward larger systemic changes, understand social determinants of health, and promote equity and justice within their local and global communities. The dedicated staff in OHSE work collectively in service of this mission by providing a range of support for our trainees, faculty and fellow staff including academic program administration, education design and informatics, financial and administrative oversight, student services and education research resources.
The primary mission of the Medical Scientist Training Program (MSTP) is to identify, recruit, train, and mentor a diverse workforce of compassionate and dedicated future physician-scientists. These Vanderbilt-trained physician-scientists will serve critical needs in all aspects of medicine, science, industry, and government to improve human health, reduce disparities, and improve society through leadership in biomedical research and clinical practice. Our program builds on the strengths of VU and VUMC to meet the growing national need for a broadly trained and diverse physician-scientist workforce. To accomplish our mission, the VU MSTP integrates clinical and research educational programs with didactic and experiential leadership development programming. Successful completion of the program leads to both the M.D. and Ph.D. degrees. The Vanderbilt MSTP builds on the existing strengths of Vanderbilt University to meet national needs for well-trained basic and clinical biomedical investigators. The MSTP leadership and staff work closely together to support our trainees through their training to ensure that they pursue research careers that positively impact the human condition. The MSTP environment is collaborative, diverse, and inclusive, where all members are supported to express their views and ideas while expecting respect from all team members.
Key Functions and Expected Performance:
Calendaring and Events Serves as primary room scheduler for all MSTP events Assists with MSTP-related calendaring for Director and other MSTP team members Maintains the MSTP universal calendar of events including the Diversity calendar Primary point of contact for various MSTP events including Seminar, Data, Ideas, & Beverages Club, M1/DGS lunches, Lunches with Leaders, Mock Study Section, Foundations of Biomedical Research I/II, Responsible Conduct in Research, Clinical Preceptorship Program Pizza Nights, Orientation lunches, Summer Program enrichment, and others. Assist Senior Program Manager with larger-scale programming events including Orientation, annual overnight Retreat, Halftime Celebration, Commencement, Physician Scientist Speaker Series, Southeastern Medical Scientist Symposium, and others. Participates onsite during local MSTP events to provide day-of assistance. Assist Assistant Director with various interview tasks including scheduling with faculty, pre-interview surveys, coordinating welcome gift shipments, creating applicant slides for Admissions committee. Assist Assistant Director with Second Look Weekend planning and logistics – including venue, food, and shuttle arrangements. General assistance with recruitment travel logistics and materials preparation. Assists with content management on MSTP website and social media platforms, keeping content accurate and up to date. Prepares weekly Seminar feedback reports for student presenters. Assists Senior Program Manager with compliance tracking of RCR, CPP, and Rotations via REDCap. Collect data via REDCap surveys as inputs to Program Evaluation Logic Model. Update MSTP Trainee and Alumni Databases. Performs all duties essential to day-to-day office operations including digital file organization, drinks and supplies maintenance and storage Maintains efficient office operations by responding to assigned purchasing requests for a variety of goods and services in support of MSTP via Oracle Procurement and/or University One Card, ensuring keen attention to detail and compliance with Vanderbilt University policies and guidelines; serves as trustee of student One Card, including keeping accurate records and ensuring student accountability for use in accordance with University policies and guidelines Admissions and Recruiting Content and Data Management Miscellaneous Provides back-up support to the team’s Senior Program Manager, as appropriate, assisting with coverage and keeping operations timely and on track. Enriches positive team dynamics and successful operational procedures by routinely engaging in a variety of self-assessment opportunities (annual reviews, team meetings, data analysis) and continuously reflects on individual performance and contributions. Performs other duties, as assigned, in support of the overall MSTP mission
Supervisory Relationships:
This position does not have supervisory responsibility, this position reports administratively and functionally to the Senior Program Manager.
Education and Certifications:
A high school diploma is necessary. A Bachelor’s degree from an accredited institution of higher education, or equivalent combination of education and experience is preferred.
Experience and Skills:
At least 2 years of work experience, preferably in an academic or healthcare-related setting, is preferred. Experience planning small and/or large-scale meetings or events is preferred. Experience with survey software, such as REDCap is preferred. Established computer skills, specifically proficient use of Microsoft Excel, are necessary. Effective oral and written communication skills are necessary. Minimal weekend/weeknight availability is necessary.
Key Characteristics of a Successful Team Member in this Work Unit:
Accountable: Owns decisions, outcomes, work products, etc. that are within the scope of one’s role. Independently works through problems – 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 but does everything possible to remedy the situation directly first. Autonomous – Self-managing; self-motivated; manages time, activities and outcomes well so that progress stays on track. Shares – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Detail-Oriented – Even small mistakes can create big issues; attention to detail work indicates care about the outcomes. Teamwork – Genuinely values teamwork and co-workers, makes them feel valuable and important by acknowledging what they do well; doesn’t expect from others effort that one is unwilling to do themselves, finds ways to acknowledge other’s strong suits. 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. Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together 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. Collaborative - Works inclusively to build trust and accomplish tasks, goals, and initiatives. Understands, anticipates, and appropriately responds to internal and/or external customers’ needs. Optimism – Is friendly, tirelessly cordial, polite, and genial; comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment Responds Promptly – Recognizes that when emails and 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. Resilience – Is resilient in the face of daunting challenges and setbacks; bounces back readily. Adaptability – Reads cues and adapts; accordingly, adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts. Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, and finds creative solutions rather than always awaiting direct instructions