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Job Description
Position Summary:
The Program Coordinator is part of the MD Core team within the Office of Undergraduate Medical Education, School of Medicine, at Vanderbilt University and is a key individual contributor responsible for effectively creating positive teaching and learning experiences for faculty and students. The Program Coordinator is responsible for partnering with assigned faculty course directors on administrative and operational tasks involved in course delivery, including setting up the online learning management system, preparing classrooms, triaging system issues, and tracking student progress. The Program Coordinator reports directly to the MD Core Curriculum Senior Program Manager with dotted-line reporting to the OUME Administrative Director, Assistant Dean of Medical Student Assessment, and faculty educators. The Program Coordinator will regularly collaborate with other course support staff, instructional designers, and campus offices.
About the Work Unit:
The Office of Health Sciences Education (OHSE) administers the degree programs of the Vanderbilt University School of Medicine (VUSM) 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.
In alignment with VUSM's commitment to excellence, OHSE works to prepare future leaders in the health professions who are equipped with the knowledge, skills, and judgment needed to deliver safe, effective, ethical, and patient-centered care. Our students are encouraged to think critically, foster innovation, and understand the broader systems and social factors that shape health outcomes-empowering them to advocate for positive change in both local and global communities.
Key Functions and Expected Performance:

• Provides logistical support primarily for three programs, MD Foundations of Medical Knowledge (FMK) Phase, Foundations of Clinical Care (FCC) Phase, and the Portfolio Coach program.
  • Supports FMK through proctoring exams, on-site set-up and support for Case-Based Learning (CBL) sessions, assigning students to small groups, and arranging CBL faculty facilitator substitutes as needed.
  • Supports FCC through setting up two-week elective registration and enrollment in collaboration with the Office of Enrollment Services.
  • Supports the Portfolio Coach program through tracking student assignments, setting up meetings, supporting the coach selection process, and ensuring timely communications.
• Executes the course creation, set-up, and delivery of courses related to these programs within VSTAR, the online management system.
• Identifies, researches, and selects the facilities necessary for program activities such as classes or meetings through the EMS online classroom management system.
• Provides logistical support for a variety of teaching and administrative planning sessions such as weekly meetings with case-based learning faculty facilitators, monthly meetings with clerkship directors, quarterly meetings with clerkship coordinators, and faculty development sessions.
• Determines operational needs by collaborating with course directors, faculty leadership, course support colleagues, and the instructional design team.
• Suggests improvements to the development of courses and the program, collaborating with appropriate OHSE teams such as Education Design and Informatics and Office of Enrollment Services.
• Empowered to make on-site decisions to resolve problems brought forth by faculty and student participants, suppliers, and vendors.
• Serves as a point-of-contact for special projects related to the MD program as needed. Prepares ad hoc reports upon request.
• Monitors expenditures and, in collaboration with the faculty leadership and Administrative Director, executes purchasing needs with departmental purchaser as requested.
• Creates and maintains appropriate documentation of program activities to track outcomes and ensure compliance with Vanderbilt's internal policies and procedures as well as local, regional, and national accreditation requirements.
• Actively monitors shared email inboxes, including the FMK inbox and the Portfolio Coach inbox, providing timely and professional response or direction as needed, ensuring quality support for program correspondence.
• Other duties as assigned.

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 1 year of work experience, preferably in an academic or healthcare-related setting, is preferred.
• Experience in program administration and coordination is preferred.
• Experience with a learning management system or other cloud-based or application system (e.g. databases, scheduling platforms) is preferred.
• Established computer skills, specifically basic functions of Microsoft Excel, are necessary.
• Demonstrated organizational skills (planning, tracking, and/or experience using tools to keep track of work) are preferred.

About Us
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
Vanderbilt University is an equal-opportunity 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.