Position Summary

Program Coordinator (Service-Learning Focus) at the Ingram Scholars Program provides active oversight of the Ingram Scholars’ community service, supports all student- and alumni-facing events, and collaborates with our partners across campus and in the community. This role provides a high degree of strategic planning and Scholar support. The Ingram Scholars Program is a unique scholarship program in that Scholars participate weekly in service efforts within the Nashville community. Scholars also complete an intensive (domestic or international) service project the summer following their sophomore year. Scholars’ service commitment is an integral part of the program design, and the Program Coordinator (Service-Learning Focus) plays a vital role in supporting and guiding the Scholars movement through the service-based components of the program while ensuring that the tenets of the Ingram Scholars Program prospectus are being served. In addition, program faculty, staff and Scholars have weekly meetings, and the Scholarship program hosts a variety of important annual events. The Program Coordinator (Service-Learning Focus) plays an important role in contributing to all  aspects of these meetings and events.

Key responsibilities include: developing service-related programming, content, and events that educate and inform the Scholars about responsible service to the community; tracking Scholars’ and guiding Scholars’ service progress, efforts, and reflections; developing and maintaining on-going relationships with local community-based partners and organizations; supporting high-level program planning efforts including all student-facing events such as new Scholar recruitment and selection events (“Selections”), the Winter Writing Workshop, Orientation, and beyond.

About the Work Unit

The Ingram Scholars Program sponsors students who demonstrate the willingness and ability to combine a successful professional career with a lifelong commitment to finding solutions to critical societal problems. The program encourages Scholars to work with established not-for-profit groups and to create service projects that become self-sustaining. Upon graduation, these students become leaders in informed and creative ways in areas that span the full spectrum of possibilities. The program maintains a diverse and highly engaged network of Ingram Scholar Alumni who continue to contribute to programming on campus.

The Ingram Scholars Program is an innovative example of how a university can prepare students for professional careers as well as a lifetime of meaningful contributions to the well-being of others. Other leadership roles in the program include the Faculty Director, the Associate Faculty Director, and the Senior Program Coordinator (Logistics and Operations Focus).

Key Functions and Expected Performance

Service-Learning Support:

Develop and facilitate the entire process of the Scholars’ sophomore summer service projects from beginning to end; creating curriculum and content to support project creation and execution; keeping regular contact with the Scholars during their summer project and following up with all of the partner organizations served before, during, and after the summer projects’ completion.

Lead the sophomore retreat during orientation; coordinate and facilitate monthly cohort meetings for sophomores; coordinate, facilitate, and lead the sophomore writing retreat; and oversee the selection process for the Summer Project Committee.

Manage and oversee all aspects of the Scholars’ service-learning program, including designing and collecting all relevant documentation (e.g., Letters of Intent); create, maintain, and monitor the Scholars’ service log; hold Scholars accountable for adhering to all service expectations (e.g., monthly service hours); create and monitor the Scholars’ service reflections; proactively identify and address any concerns from Scholars or partnering non-profit organizations to ensure a positive and productive experience for all parties involved.  

Serve as the primary point of contact for all aspects of the Scholars’ service experience, coordinating with various campus partners (e.g., Global Safety and Health, Finance, Risk Management, Immersion Vanderbilt) and off campus organizations (e.g., non-profit partners.)

Maintain and develop partnerships with community-based organizations and service sites, regularly meeting on-site with partnering agencies to foster strong relationships. 

Collaborate with Immersion Vanderbilt to ensure alignments between service projects and Immersion requirements.

Ingram Scholars Program Support

Contribute to creating the schedule for Orientation. Attend and co-lead Orientation, including the sophomore service component.

Plan and coordinate the schedule for the Winter Writing Workshop and lead the event.

Contribute to the scheduling and planning for the Selections process, including participating in the All-Scholars meeting and assigning roles to Scholars and faculty as needed for the service portion of that meeting. Work with the Senior Program Coordinator (Logistics and Operations Focus) to manage on-site hosts for visiting finalists and support the Senior Program Coordinator (Logistics and Operations) with booking and managing travel and lodging for prospective Scholars. Attend and co-manage the Selections event for its entire duration, ensuring smooth operations.

Ensure compliance with all Vanderbilt University policies and guidelines and verify that all relevant parties complete necessary trainings prior to service-related events.

Attend all meetings, including Undergraduate Education meetings, including Lunch and Learns and All-Hands meetings, Ingram Scholars staff meetings, and all Ingram Scholars Program student-facing meetings (Wednesdays, 4:15 – 6:15, in-person during the Academic Year)

Support the Alumni All-Scholars meeting and the student-led All-Scholars meeting, working alongside other Leadership Team members. 

Apply critical thinking to program-related issues, research questions, and provide timely and clear communication to leadership. 

Exercise sound judgment while managing multiple projects in a fast-paced, deadline driven environment. 

Assist in co-managing, organizing, and setting the agenda for additional events as needed. Complete special projects and other duties as assigned.

Supervisory Relationships

This position may have supervisory responsibility for a graduate assistant, if needed. This position reports administratively and functionally to the Faculty Director of the Ingram Scholars Program.

Education and Certifications

A bachelor’s degree 

Experience and Skills

Command of basic tenets of higher education is necessary.

Experience with community engagement/community service/service learning is necessary.

The ability to handle confidential material and maintain confidential communications is necessary.

Self-motivation, with a positive and problem-solving attitude is necessary.

The ability to work independently and as part of a team is necessary.

The ability to work effectively with a wide range of constituencies is necessary.

Strong organizational and planning skills, the ability to prioritize effectively, multi-task, and meet deadlines is necessary.

A mature and professional approach is necessary.

Excellent organizational, communication, and time management skills are necessary. 

Must be confident and capable of planning and/or leading workshops and events.

Demonstrated experience working in a team-oriented environment is strongly preferred.