Events and Administrative Coordinator, College of Connected Computing
Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Tuition Assistance
Life insurance
employee wellness program
Job Description
Vanderbilt University, established in 1873, is a prestigious private institution located just over a mile from Nashville's vibrant downtown. Known for its strong commitment to academic excellence, research innovation, and community engagement, Vanderbilt offers a dynamic environment where employees feel valued and challenged. The university boasts a diverse community of students, faculty, staff, and visitors, many of whom acknowledge Nashville's unique cultural and lifestyle benefits as integral to their Vanderbilt experience. Working at Vanderbilt means being part of an institution dedicated to pushing boundaries, fostering personal growth, and striving for continuous improvement in all endeavors.
Within this esteemed institu... Show More
Within this esteemed institu... Show More
Job Requirements
- Bachelor’s degree from an accredited institution of higher education preferred
- Minimum of 2 years of directly related experience
- Proven ability to coordinate and organize meetings and/or special events
- Demonstrated administrative and organizational skills, including ability to multitask, make procedural decisions, manage priorities and meet deadlines
- Proficiency with Microsoft Excel, Word, and Outlook/Office 365
- Strong interpersonal and communication skills, with the ability to collaborate effectively with students, faculty, staff and other stakeholders in a team-oriented environment
- Knowledge of finance, accounting, budgeting, and cost control procedures
Job Qualifications
- Bachelor’s degree from an accredited institution of higher education preferred
- Minimum of 2 years of directly related experience
- Proven ability to coordinate and organize meetings and/or special events
- Demonstrated administrative and organizational skills, including ability to multitask, make procedural decisions, manage priorities and meet deadlines
- Proficiency with Microsoft Excel, Word, and Outlook/Office 365
- Strong interpersonal and communication skills, with the ability to collaborate effectively with students, faculty, staff and other stakeholders in a team-oriented environment
- Knowledge of finance, accounting, budgeting, and cost control procedures
Job Duties
- Plan and coordinate a variety of events and activities for the VUSN Dean, faculty and staff, tailoring each to meet department objectives and budgets
- Design and manage event communication, including RSVP forms using tools such as MachForm, Microsoft Forms or Formstack and follow up on event communication on behalf of the Dean
- Maintain school wide events listings
- Serve as the designated liaison with major vendors and consultants, ensuring contract terms are met and fostering effective partnerships
- Oversee small-scale projects, ensuring successful planning, execution, and alignment with organizational timelines, budgets, and resources
- Manage and oversee all event logistics, including venue reservations, catering coordination, event related purchases, and day of event execution
- Coordinate marketing and promotional efforts for these events in consultation with the Director of Communications at the CCC
- Manage event finances, including monthly budget reconciliation, timely Oracle reporting of One Card expenses and interdepartmental event charges
- Lead and coordinate all procurement activities for the dean’s office, including strategic sourcing, contract negotiations, vendor management, and issue resolution
- Facilitate and manage reimbursements for the Dean’s purchases and travel, maintaining compliance and ensuring timely processing
- Oversee electronic management of financial records, ensuring accuracy and compliance within Oracle and the document management system
- Manage onboarding, travel arrangements, reimbursements, and payment processing for external consultants, ensuring seamless integration and compliance with institutional policies
- Serve as backup to the Executive Assistant to the Dean, ensuring continuity of operations during absences
- Adapt roles and responsibilities as assigned based on organizational and operational needs
Job Qualifications
Experience
Mid Level (3-7 years)
Job Location
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