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Osher Lifelong Learning Institute (OLLI) at Vanderbilt University

Program Coordinator

Osher Lifelong Learning Institute (OLLI) at Vanderbilt University

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Job Summary

Osher Lifelong Learning Institute (OLLI) at Vanderbilt University helps adults over 50 build friendships and community through stimulating intellectual and cultural noncredit courses, programs, and trips. The Program Coordinator is an essential part of the OLLI team. Reporting directly to the OLLI Director, the Program Coordinator serves as the primary contact for administrative, logistical, and budget-related duties for the OLLI program. This position provides substantial classroom support and helps implement programmatic initiatives for this office.

This position requires working in the community and on campus but also offers some flexibility to work from home as schedules allow. Applications require both a cover letter and a resume.

OLLI at Vanderbilt University is a part of the Division of Government and Community Relations (GCR). GCR is responsible for the university’s advocacy work with all branches of government and for leading community initiatives and fostering and supporting community engagement. GCR works to bring Vanderbilt’s people and resources into the community in service of others. This includes supporting OLLI’s continuing education and outreach to adult members of the Nashville community, as well as Dyer Observatory’s mission is to inspire public interest in science through community events, student outreach, and educational resources.

Vanderbilt is a community of talented and diverse staff & faculty!

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 through:

  • Working and growing together as a community of communities… we are One Vanderbilt.
  • Providing a work environment where every staff and faculty member can be their authentic and best self while providing the resources and opportunities to learn and grow.
  • Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

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.

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Vanderbilt University has made the health and safety of our students, faculty and staff, and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures that the University may require.

Job Responsibilities

Classroom and Community Engagement Support:

  • Supports the director in maintaining meaningful and impactful engagement with community and campus partners to best advance OLLI’s and the university’s mission.
  • Develops the overall logistical plan necessary to successfully carry out OLLI classes, community events, and the annual meeting. This may include course registrations, classroom and event space reservations, AV set-up, transportation and parking needs, signage, marketing and outreach campaigns, annual meeting planning, contracts and purchasing, and other logistics.
  • Serves as the main point of contact for class instructors, participants, and volunteers to troubleshoot any issues with registration, on-site setup, and technical needs.
  • Implements use and continually assesses technology platforms, including learning systems and other engagement platforms that meet the needs of OLLI staff, instructors, and participants.
  • Reviews, edits, and maintains the database of recorded Zoom classes and other class materials, making these available to class participants.
  • Manages course registrations and coordinates class evaluations.

Communications and Marketing:

  • Supports the director with the execution and implementation of OLLI’s marketing and outreach, including fundraising efforts.
  • Prepares, proofreads, and distributes (digitally and via mass mailings) class catalogs and brochures, as well as other marketing materials.
  • Collaborates with GCR’s Communications Strategist on generating a regular newsletter, social media posts, and other communications campaigns.
  • Regularly updates and maintains the OLLI website.
  • Leverages the website, learning systems, and platforms to ensure effective communication between all OLLI stakeholders, including members, instructors, volunteers, staff, and student workers.
  • Prepares and sends all correspondence to the membership regarding registration, special events, and class information. Works with the Department of Alumni Relations to include alumni ages 50+ in this outreach.

Procurement & Finance:

  • Manages operational spending through procurement and corporate credit card purchases, ensuring purchases and vendor contracts are within budget and in compliance with campus procurement and expense policies.
  • Ensures that all purchases are invoiced and paid on time.
  • Processes any payments (credit card or check) or reimbursements; and provides back-up documentation to the Financial Unit Manager.
  • Annual completion of PCI compliance, including regular inspection of credit card terminals and ensuring credit card terminals are secured at all times.

Administrative and Program Support:

  • May attend and participate in the annual Osher Foundation conference.
  • Records minutes for quarterly advisory board committee meetings and tracks action items.
  • Oversees classroom volunteers, including providing orientation.
  • Other duties as assigned

Supervisory Relationships:

  • This position reports administratively and functionally to the Director of OLLI. This position may also supervise student workers, interns, and volunteers.

Qualifications

Education and Certifications:

  • A bachelor’s degree or equivalent experience from an accredited institution of higher education is required.

Qualifications

  • At least three years of related experience in community relations or program support is necessary.
  • Excellent organizational and planning skills are necessary.
  • Experience in project management, event coordination, and logistics is strongly preferred.
  • Experience in higher education is preferred.
  • Superior time management skills with the ability to manage multiple, complex projects efficiently and effectively with quick turn-around is necessary.
  • Exceptional interpersonal skills with the ability to interact and maintain vibrant connections with individuals across the university and externally is necessary.
  • Superior verbal and written communication skills, and the ability to articulate and present information to various and diverse audiences are necessary.
  • The highest personal and professional integrity with a demonstrated ability to handle high-level sensitive and confidential information is necessary.
  • Demonstrated ability to analyze, understand, and use data is necessary.
  • Proficiency in office software tools (e.g., Microsoft Excel, Word, PowerPoint), and other technology tools for communication (Microsoft Teams), analysis, and operation is necessary.
  • Experience with Salesforce is preferred.
  • Experience with Trello or similar project management platforms is preferred.
  • Comfortable with various technology platforms to develop electronic and print communications, presentations, and basic infographics (e.g., WordPress, Canva, LucidPress) is preferred.
  • Strong proofreading and editing skills with precise attention to detail are preferred.
  • Professional attitude and considerable tact, persuasion, and judgment when interacting with internal and external constituents are necessary.
  • Exhibit a growth mindset with a willingness to learn new skills when the situation demands it is necessary. List of qualifications

Additional Information

How to Apply

Apply here: Program Coordinator

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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by law.

Please note, that all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

Details

  • Date Posted: October 22, 2024
  • Type: Full-Time
  • Job Function: Programs and Service Delivery
  • Service Area: Education