Administrative Coordinator- BRET Strategic Initiatives

Position Summary:

The Administrative Coordinator, BRET Office Strategic Initiatives serves as a key programmatic and operational resource within the Office of Biomedical Research Education and Training (BRET). Reporting to the Senior Director of Strategic Initiatives, this position independently coordinates strategic projects, educational programs, office operations, and executive priorities to advance the BRET Office mission. The position manages cross-functional projects and program activities, supports the BRET Office Leadership Team, and coordinates initiatives related to graduate education and the Vanderbilt Summer Science Academy (VSSA).

About the Work Unit:

The BRET Office supports graduate education, postdoctoral training, career development, trainee well-being, training grants, and related educational initiatives across Vanderbilt's biomedical research community.

Key Functions and Expected Performance:

• Strategic Initiatives and Project Coordination (30%)

  • Partner with the Senior Director of Strategic Initiatives and BRET Office leadership to plan, coordinate, implement, and assess strategic and operational initiatives.

  • Independently manage projects from planning through implementation, establishing timelines, milestones, responsibilities, and deliverables.

  • Monitor project progress, identify risks and dependencies, resolve routine issues, and escalate matters requiring leadership decisions.

  • Coordinate cross-functional initiatives involving BRET Office leadership, faculty, trainees, staff, and University partners.

  • Prepare project plans, status reports, briefing materials, dashboards, and other resources to support leadership decision-making.

  • Track strategic priorities, leadership decisions, and action items and facilitate follow-up across stakeholders.

  • Gather, analyze, and summarize information to support strategic planning, program development, and operational decision-making.

  • Evaluate administrative processes and workflows and recommend opportunities to improve efficiency and effectiveness.

  • Coordinate implementation of new administrative processes and technologies.

  • Develop and maintain standard operating procedures and project documentation.

• Coordinate special projects and initiatives as assigned.

• Senior Associate Dean, BRET Office Leadership Team, and Chazin Laboratory Support (25%)

  • Provide high-level operational and project coordination support to the Senior Associate Dean and members of the BRET Office Leadership Team.

  • Manage the complex calendar of the Senior Associate Dean, organizing and coordinating meetings and priorities across multiple stakeholders.

  • Organize and coordinate recurring leadership meetings by developing agendas, preparing and distributing materials, documenting decisions, and tracking action items.

  • Draft correspondence and coordinate executive communications and briefing materials.

  • Arrange domestic and international travel, reimbursements, and business expenses.

  • Assist with grant-related reports and requests for information.

  • Coordinate executive priorities with the Senior Director of Strategic Initiatives and facilitate follow-up among stakeholders.

  • Assist with procurement and tracking for the Chazin Laboratory.

  • Partner with the Chazin Laboratory Manager to arrange laboratory meetings and special events.

  • Maintain working knowledge of University procurement, travel, and business expense policies.

  • Exercise discretion and maintain confidentiality when handling sensitive information.

  • BRET Office Programs and Operations (30%)

  • Set up and administer administrative and operational activities supporting BRET Office educational programs and office-wide initiatives.

  • Serve as a primary point of contact for faculty, students, staff, visitors, and University partners.

  • Coordinate office meetings, retreats, seminars, educational activities, and special events.

  • Maintain office communications, listservs, shared calendars, electronic records, and designated web content.

  • Initiate and manage the annual student background check process and other administrative activities supporting graduate education.

  • Partner with University offices, including VUIT, Facilities, Finance, and other administrative units, to resolve operational issues and implement BRET Office priorities.

  • Develop and maintain administrative processes and procedures to support consistency and operational continuity.

  • Identify opportunities to improve recurring administrative processes and coordinate implementation of approved changes.

  • Serve as a resource to BRET Office colleagues regarding established University administrative processes and systems.

  • Perform other operational duties and special projects as assigned.

• Vanderbilt Summer Science Academy (VSSA) (15%)

  • Manage the annual VSSA program from planning through implementation and assessment in close coordination with the VSSA Director.

  • Develop and maintain the annual program timeline, including key milestones, deadlines, stakeholders, and operational requirements.

  • Maintain the VSSA handbook, website, program materials, and participant communications.

  • Arrange seminar schedules, speakers, room reservations, and related program logistics.

  • Plan trainee engagement activities and program events.

  • Manage the annual VSSA Research Symposium, including planning, communications, stakeholder coordination, and event implementation.

  • Administer end-of-program surveys and assessments and summarize results for program leadership.

  • Analyze participant feedback and assessment results to identify trends and opportunities for program improvement.

  • Recommend and implement approved improvements to VSSA processes and participant experiences.

  • Maintain program documentation and records to support annual evaluation and future planning.

Supervisory Relationships:

This position does not have direct supervisory responsibility. The position reports administratively to the Senior Director of Strategic Initiatives and functionally to the Senior Director of Strategic Initiatives and the Senior Associate Dean. The position also works collaboratively with the BRET Office Leadership Team.

The position may provide project coordination and functional guidance to staff, students, trainees, vendors, or other individuals participating in assigned programs and initiatives.

Education and Certifications

• Bachelor's degree from an accredited institution of higher education or an equivalent combination of education and experience is necessary.

• Master's degree is preferred.

Experience and Skills:

• 0 to 2 years of progressively responsible experience in program coordination, project management, higher education administration, research administration, executive operations, or related fields is necessary.

• Demonstrated experience independently coordinating complex projects or programs involving multiple stakeholders.

• Experience developing project plans, managing timelines and deliverables, and coordinating projects through implementation.

• Experience coordinating educational programs, conferences, meetings, or events.