The Program Manager is a key individual contributor who supports daily operations of the Vanderbilt Institute of Nanoscale Science and Engineering (VINSE). The Program Manager will handle multiple and complex tasks with a high level of autonomy and a strong emphasis on customer service, including managing the VINSE Research Experience for Undergraduates (REU) program and serving as the financial unit manager. The Program Manager will report directly to the Senior Program Manager and will work closely with the Institute Director and VINSE technical staff.
VINSE is a multidisciplinary research institute dedicated to advancing the boundaries of nanoscale science and to enabling new materials and technologies related to medicine, energy, optics and electronics. Occupying world-class user facilities located in Vanderbilt’s Engineering and Science Building (ESB), VINSE supports faculty, researchers and students across 13 academic departments as well as a variety of outside users from private industry and other universities. VINSE also supports Vanderbilt’s education and outreach missions through course offerings and multiple STEM outreach events organized throughout the year.
Duties and Responsibilities
The Program Manager will provide key support in the day-to-day activities in VINSE including:
- Provide oversight and guidance for projects and initiatives with a high level of autonomy, demonstrating strong adaptability with shifting priorities, creative problem solving and responsible ownership to ensure completion
- Develop strong relationships by actively seeking out communication and collaborative opportunities
- Serve as Financial Unit Manager (FUM), reviewing and approving financial transactions for the VINSE financial unit, including procurement requisitions, travel, entertainment expense reports, and One Card expense reports
- Handle confidential information with discretion
- Use professional judgement and integrity to evaluate the appropriateness of expenditures and possess the confidence and business acumen to address questionable transactions
- Maintain an extensive understanding of operations, university policies, chart of accounts and organizational and POET structures
- Establish, communicate, and modify departmental processes in response to changes in university policies and procedures
- Prepare financial reports to identify trends and update expectations
- Assist with multi-year forecasting, annual budget planning, and long-range capital requests
- Collaborate with VINSE team to execute Industry Affiliates Program (IAP) marketing strategies to drive growth and increase awareness about the program
- Maintain relationships with existing IAP members to ensure continued success of the program
- Responsible for biannual newsletter, institute reports and program brochures
- Provide exceptional customer service to faculty, students, and other researchers that use VINSE core facilities, serve as point of contact for customers that have issues with iLab billing system
- Develop plans and logistics for, and execution of, reoccurring and special events – including annual Nanoscience and Nanotechnology Symposium, Community Outreach Events, Open Houses, Fall Faculty Celebration
- Oversee VINSE’s website and social media (Facebook, YouTube, Instagram, LinkedIn) – responsible for monitoring traffic and finding innovative ways to increase traffic
- Other duties as assigned by Senior Program Manager and Institute Director
VINSE REU Program
- Manages the VINSE National Science Foundation (NSF) Research Experience for Undergraduates (REU) 10-week summer program including:
- Design and distribute information posters for recruitment purposes
- Correspond with all applicants concerning admissions process/status
- Arrange travel, housing, meal plans, stipend payments for visiting summer students
- Manage and attend social events, poster presentations, weekly meetings and annual banquet
- Oversee fiscal activity within the guidelines of the program and forecast expenditures based on program objectives
- Provide and record quantitative data collection for grant reports and goal objectives
Qualifications
- An Associate’s degree from an accredited institution of higher education or at least 3 years of relevant experience is required.
- A Bachelor’s degree from an accredited institution of higher education or at least 5 years of relevant experience is preferred.
- At least three years of experience working in higher education/academic setting is preferred.
- At least two years of experience in budget preparation and fiscal management is necessary.
- Strong written and oral communication skills are required.
- Exceptional customer service skills are required.
- Excellent Microsoft skills with advanced skills in Word and Excel are required.
- Ability to manage multiple projects, staying on top of deliverables and timelines is necessary.
- Ability to work independently as well as part of a team is required.
- Flexibility with work hours is necessary.
- Knowledge of Vanderbilt policies and procedures, including Oracle is preferred.
- Previous administrative experience with Vanderbilt University or in a private institution of higher education is preferred.
- Meticulous attention to detail and organization is necessary.
- Capacity to work independently, initiating and completing tasks with minimal supervision is necessary.
- Professionalism, maturity, and experience with the prudent handling of confidential and highly sensitive information is necessary.
- Aptitude to prioritize work, multi-task, and meet deadlines in a team-centered, time-constrained environment is necessary.
- Demonstrated ability to interact effectively with all levels of Vanderbilt constituents is necessary.
