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Job Overview
Employment Type
Full-time
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Professional Development
Job Description
The Program Coordinator role is a vital part of the Vanderbilt University Institute of National Security, an esteemed academic institution dedicated to nurturing future national security leaders and fostering innovation within the field. Vanderbilt University itself is a prestigious private research university located in Nashville, Tennessee, known for its commitment to academic excellence, research, and real-world impact. The Institute of National Security specifically serves as a hub for open debate, radical collaboration, and meaningful conversations that address significant national and global security challenges. It provides a trusted environment where leaders, experts, and students can convene and engage with fresh thinking... Show More
Job Requirements
- A bachelor’s degree in public administration, organizational leadership, political science or related field
- Strong written and oral communication skills
- Strong project coordination skills
- Attention to detail to manage event logistics including scheduling, travel, lodging, briefing materials, run-of-show documents and registration tracking
- Preferred experience in event coordination
- Preferred experience in event planning and coordination
- Preferred previous experience with customer relationship management tools
Job Qualifications
- A bachelor’s degree in public administration, organizational leadership, political science or related field is required
- Strong written and oral communication skills are required
- Strong project coordination skills are required
- Attention to detail to manage event logistics is required
- Experience in event coordination is preferred
- Experience in event planning and coordination is preferred
- Previous experience with customer relationship management tools is preferred
Job Duties
- Provide day-to-day coordination and administrative support for the Institute’s programs, events, and special projects
- Assist with planning, scheduling, and logistics for conferences, lectures, summits, meetings, and internal convenings
- Support event execution, including registration management (attendance tracking, and post-event reporting, etc.), guest communications, materials preparation, and on-site operations
- Maintain accurate and up-to-date records in the Institute’s CRM and project management systems
- Draft and format basic communication materials such as event invitations, confirmations, agendas, briefings, background documents run-of-show schedules, and event packets
- Serve as a primary logistical point of contact for speakers, participants, and internal partners
- Coordinate with vendors, campus partners, and service providers to ensure timely delivery of event needs (catering, A/V, room setup, travel, etc.)
- Track project timelines, deadlines, and deliverables, proactively flagging risks or delays
- Support marketing and communications efforts related to Institute convenings by assisting with website updates, newsletter material development, and social media material development
- Support the supervision and coordination of student workers and volunteers during programs and events
- Maintain organized digital and physical files related to programs, communications, and partnerships
- Ensure professionalism, confidentiality, and adherence to university policies and Institute standards in all interactions
- Provide administrative and project support to the Senior Program Manager and Institute leadership as assigned
Job Criteria
Experience
Entry Level (1-2 years)
Job Location
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