The Manager of the Interdisciplinary Graduate Program (IGP), the Quantitative and Chemical Biology program (QCB), and the Vanderbilt Summer Science Academy (VSSA) is responsible for all aspects of the day-to-day operations of the three programs. This requires working in close collaboration and frequent communication with the program directors and other program support staff. The BRET graduate programs manager will also work with multiple faculty instructions and students to seamlessly accomplish the first-year graduate or summer undergraduate experience, liaising with The Graduate School Dean and Registrar on behalf of the IGP and QCB, and maintaining all information on past and present students in databases and spreadsheets to track progress and outcomes.

The BRET Office supports and coordinates graduate education, postdoctoral training, minority affairs, career development, and educational technology initiatives for the Vanderbilt biomedical research community. Within the BRET Office are the Office of Career Development ASPIRE Program, the Office of Outcomes Analysis, and all aspects of the admissions processes for graduate programs in the biomedical sciences including the Interdisciplinary Graduate Program and the Quantitative & Chemical Biology Program.

Duties and Responsibilities:

• Generate and maintain the open lab list for IPG/QCB student viewing

• Work with affiliated program managers to organize and host poster sessions for Pis on the open lab list

• Register IGP and QCB students for classes

• Maintain the Rotation Management System (WAG) for each of the four IGP and QCB rotations and the thesis lab placement, and develop and share reports with program leadership, DGSs, program managers and others as needed

• Work with Academic Scheduling to add coursework to the University's academic catalog

• Provide reminders of deadlines for room reservations and class listings. Secure room reservations for all classes and events in a timely manner.

• Manage and track both fall and spring course registration using Peoplesoft, Bl/PIE Reports and communicating with the URO

• Coordinate food for a limited number of events

• Along with the curriculum director, schedule spring modules while protecting the order of our offerings and reducing content overlap

• Prepare and distribute module schedule and descriptions to IGP/QCB students, suggested electives document, and registration instructions to first year students and affiliated DGSs and program managers

• Manage registration for non-lGP/QCB students taking Bioregulation II modules

• Set-up and maintain courses in Brightspace in collaboration with the curriculum directors

• Organize Responsible Conduct in Research full-day training event each May including pre-registration, attendance tracking and completion tracking in Starbrite and on transcripts as needed.

• Plan and supervise special events for the IPG/QCB programs such as mid and end-of- year celebrations.

• Maintain IGP/QCB websites with respect to RCR and courses.

• Partner with the finance team to navigate any issues with tuition/stipend payments.

• Maintain systems and confidential student information within FERPA guidelines.

• Partner with Associate Director of Trainee Well-being to monitor and support students of concern.

• Assist with planning, organizing and execution of community events for BRET international scholars.

• Help orient new international scholars to the Vanderbilt and Nashville community and for those arriving directly from abroad, to the US.

• Provide logistical support for international scholars in our programs.

• Serve as the primary contact person for international students to understand and navigate offices providing resources relevant to international status.

• Update and maintain VSSA handbook.

• Collaborate with the VSSA Director to generate Seminar Schedule.

• Communicate with VSSA seminar speakers.

• Set up zoom links for VSSA seminars.

• Book rooms for VSSA seminars.

• Communication with VSSA summer program directors about appointment process, IDs, and housing.

• Plan and supervise weekly VSSA seminar lunches.

• Coordinate Mentor training scheduling (send out schedule options to mentors and Kathy Friedman).

• Coordinate with Director of Trainee Well-Being on VSSA activities.

• Reminder emails to VSSA students.

• Generate a list-serve of VSSA students.

• Organize the VSSA symposium at the end of summer: book rooms, arrange for posterboards, arrange for food.

• Update end of VSSA survey, send survey, and compile results.

Qualifications

• A Bachelor's degree from an accredited institution of higher education is necessary.

• Minimum of two years of relevant experience is necessary.

• Knowledge of Vanderbilt's procurement systems is preferred.

• Fluency in Office suite products is preferred.

• Comfort with learning new systems' software is necessary.

• Strong organization skills with an emphasis on managing multiple tasks and proven capabilities to meet deadline is necessary.

• Excellent oral and written communication skills are necessary.

• Excellent customer service skills are necessary. Must be able to respond in a timely email to all emails from students and faculty.

• Strong time management skills. Independently prioritize duties and tasks to ensure that deadlines are met, and the needs of the graduate programs are satisfied. Ability to see tasks to completion.

• Excellent interpersonal skills with ability to interact professionally with a wide range of staff members, trainees, and faculty.

• Ability to track tasks and ensure every detail is taken care of, including following up on loose ends.

• The ability to work well within a team is essential.

• Ability to take initiative is necessary. Self-starter who is comfortable working with light supervision and does not wait to be told the next steps.

• Ability to work outside regular working hours when needed.

• Ability to work on-site. This is an in-person position.

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.