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The Senior Program Manager is part of Vanderbilt Lab for Immersive AI Translation (VALIANT) at Vanderbilt University and is a key contributor responsible for day-to-day programmatic, operational, and administrative activities. This position requires excellent communication skills and the ability to organize and carry out multiple complex tasks including those related to financial and events management. Reporting directly to the VALIANT Director, the Senior Program Manager works with students, faculty, staff, and external constituencies on daily basis. The Senior Program Manager also serves as the sole administrative staff member supporting the VALIANT AI Scholar and AI Fellows programs.

Duties and Responsibilities

• Serve as a principal liaison between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative activities; facilitate seminars, meetings, special projects, and problem resolution for the VALIANT

• Develop productive and effective working relationships with faculty and staff across the university by actively seeking out communication and collaboration opportunities. Promote a unified view of VALIANT’s interests and work towards common goals.

• Financial Unit Manager (FUM) for VALIANT

• Review and approve all financial transactions for the VALIANT financial unit, including procurement requisitions, travel, entertainment expense reports, OneCard expense reports

• Use professional judgement and integrity to evaluate the appropriateness of expenditures and possess confidence to address questionable transactions

• Maintains an extensive understanding of operations, university policies, chart of accounts and POET structures

• Assists program director with multi-year forecasting, annual budget planning, and long-range capital requests

• Prepares financial reports to identify trends and update expectations

• Prepares long term projections for effort support across directly funded team members.

• Manage developing partnerships with industry and external partners including coordinating tours of VALIANT facilities and interactions with VALIANT faculty, technical staff and industry representatives, and preparing needed materials and presentations

• Facilitate and onboard new internal and external users of VALIANT facilities as first point of contact for all new collaborators. Ensure completion of required ethical training, safety training courses, orientation, and data use agreements.

• Work with SPA (Sponsored Programs Administration) to create, update and revise external user agreements

• Work with Vanderbilt Export Control (VEC) to review all non-US citizens that request to use VALIANT facilities, maintain database of clearance records for each authorized user

• Process fully executed user agreements with Research Finance to setup external user billing accounts in CORES

• Primary support for VALIANT financial projections

• Prepare financial reports to evaluate the performance of the VALIANT projects

• Maintain an extensive understanding of Vanderbilt financial center policies and procedures

• Upload external invoice payments and internal subsidy charges, monitor monthly usage, prepare quarterly usage reports for technical staff

• Work with Research Finance to manage VALIANT financial activities

• Create and maintain VALIANT social media presence including Facebook, Instagram and LinkedIn

• Create and maintain the VALIANT website, using OMNI, my.VU, HTML coding and Google Analytics; proactively look for methods to increase web traffic and advertise VALIANT capabilities

• Supervise, train, evaluate, schedule work and determine priorities for assigned personnel

• Maintain an up-to-date record of all VALIANT faculty publications

• Organize the annual AI Day; VALIANT AI Salons, VALIANT Student AI Committee, and other special events as assigned

• Create publicity materials for internal and external use including brochures, pamphlets, flyers and postcards. Includes materials for VALIANT, VUSE, and related programs

• Complete VALIANT annual space survey and equipment inventory

• Serve as outreach coordinator for the institute, developing and managing all aspects of important community programs

• Coordinate with partners to develop new modules on AI

• Administer and manage VALIANT-run research experiences

• Provide primary administrative support for the AI Scholars and AI Fellows program

• Serves as a principal liaison between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative activities; facilitates seminars, meetings, special projects, and problem resolution

• Collect data and/or conduct surveys on all areas of program activities for evaluation of program effectiveness

• Develop, design, write and edit brochures, reports and other educational materials for publication and distribution

• Monitor program/project revenues and expenses; participate in the development of funding proposals for the program

• Maintain student records and prepare reports to document number of graduates per program and/or per year. Compile and maintain historical information for program, school, and governmental benchmarking reports

• Monitor registration and track requirements.

• Support trainee / alumni outcome tracking.

• Maintain communication with former students

• Act as unit coordinator for Responsible Conduct of Research compliance

• Update Fellows / Scholars Handbook and websites

• Manage the admissions processes

• Coordinate the annual Open House events

Supervisory Relationships:

This position has supervisory responsibility for a VALIANT Program Coordinator and student workers.

Qualifications

• Bachelor’s degree is preferred; however, experience can be used in lieu of degree.

• At least three years of relevant experience is required.

• Experience working in higher education / academic setting is preferred,

• Strong written and oral communication skills are required.

• Exceptional customer service skills are required.

• Strong analytical skills are required.

• Excellent Microsoft skills with advanced skills in Word and Excel are required.

• The ability to demonstrate initiative and manage multiple projects at one time is required.

• The ability to work independently as well as part of a team is required.

• Flexibility with work hours is required.

• Knowledge of Vanderbilt policies and procedures, including Oracle, is preferred.

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 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.

Please note, 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.

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.