Vanderbilt University Program Assistant, School of Medicine Office of Enrollment Services in Nashville, Tennessee

Program Assistant, School of Medicine Office of Enrollment Services (Job Number: 1801491)


Position Summary

The Program Assistant will perform all required duties to ensure students, faculty, and other constituents receive excellent customer service from the School of Medicine Office of Enrollment Services; this includes providing timely and accurate responses to in-person, telephone, and e-mail inquiries, and navigating the information systems used to support these areas in order to field and respond to a variety of inquiries and perform required duties.

Duties and Responsibilities:

  • Provide excellent customer service in assisting students, faculty, staff, and other visitors to the office in obtaining information needed

  • Respond to, and follow through on, student, faculty, and staff inquiries by email and phone with accurate and timely information

  • Provide support assistance with tasks such as accurate data entry into various systems, monitoring and ordering of supplies and materials, travel, and mailings

  • Support School of Medicine student records, admissions and financial aid operations to provide the required frontline customer service to students, faculty, and staff

  • Assess more complicated or delicate service situations that may arise and ensure that the appropriate assistant director or director becomes involved

  • Assist students, faculty, staff, and other constituents with issues regarding data maintained by the Office of the University Registrar, Office of Student Financial Aid and Scholarships, and Medical School Office of Admissions.

  • Assist with the creation and dissemination of end-user documentation to assist in the utilization of information systems

  • Assist with the content management process for office calendars, documentation, communications, and webpages

  • Support the work of the office assistant directors and directors, as needed

  • Assist with planning and execution of admission interview days and visiting student orientation sessions, as needed

  • Assist with medical education verification services for students and alumni, as needed

  • Miscellaneous duties as assigned including assisting with special office projects

Minimum Qualifications

  • High school diploma or GED; Bachelor’s degree preferred

  • Two years of relevant experience

Preferred Qualifications:

  • Commitment to providing outstanding customer service

  • Excellent oral and written communication skills with close attention to detail

  • Ability to interact in an effective, positive, and appropriate manner with diverse populations

  • Commitment to maintaining confidentiality of records and information and an excellent understanding of the compliance obligations associated with FERPA

  • Willingness to learn all aspects of operations in the School of Medicine Office of Enrollment Services

  • Skill in the use of personal computers and related software and applications

  • Ability to work successfully under specific calendar deadlines

  • Ability to adjust successfully to changes in work prioritization

  • Ability to work independently and as a member of a team

  • Reliability in terms of attendance and punctuality

  • Commitment to support the mission of Vanderbilt University, the School of Medicine, and the Office of University Enrollment Affairs

Job requires High school graduate or GED and 2 Years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 26300 - Registrar

Job: Administrative / Office Support Supervisors, Leads, and Staff

Vanderbilt University is committed to principles of equal opportunity and affirmative action