Event Coordinator

Position Summary The Senior Coordinator of Operations and Events is part of the Student Centers department within the Student Affairs division at Vanderbilt University and is a key individual contributor responsible for managing and executing events in facilities across campus for members of the Vanderbilt and Nashville community. This position also manages full time staff, student staff, including graduate assistants that work within our department. This position requires an energetic, responsive, inclusive, and hands‑on leader who has strong customer service and communication skills, excellent organizational and critical thinking capabilities, and an ability to solve problems effectively and efficiently. Reporting directly to the Associate Director, this position leads initiatives internal to Student Centers regarding our student employment program, staff professional development, and assessment. In addition, this position will engage with student leaders and student organizations, sell and market event spaces to all stakeholders and plan, manage and execute high profile events taking place in Student Centers facilities, including but not limited to the Chancellor's Office, Provost Office, Summer Conferences and Corporate events. About The Work Unit The Student Centers Office manages events, event spaces and facilities across campus. Our team includes event managers, audio/visual technicians, facilities managers, and student staff. We work as a team to create successful events for our clients and guests in our facilities. We work with an array of clients including Vanderbilt student groups, departments, and the greater Nashville Community, and many more. The events we manage range from small meetings to large‑scale events including weddings, conferences, and student performances. About Student Affairs Student Affairs Students serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment. Key Functions And Expected Performance Event Coordination Oversee and coordinate all aspects of events in the Student Centers including, but not limited to, logistics, a/v, staffing needs, housekeeping requests, accessibility needs, plant operations requests, outside rentals, security, and invoices to assure their success and compliance with Student Centers and University Risk Management regulations. Works with clients, including high profile clients such as the Chancellor’s Office, Provost’s Office, University Ceremonies and Events, Development and Alumni Relations, Conferences and Events and others to plan, manage logistics and execute their events (banquets, receptions, conferences, lectures, meetings, concerts, theatrical shows, etc.). Creates quotes and invoices for events. Uses Event Management System (EMS) to track reservations within Student Centers spaces. Collaborates with others in the department to prioritize facility improvements that best support successful events and client experiences. Be proactive in resolving problems, troubleshooting, and answering inquiries to ensure successful events. Flexible schedule based on events (nights and weekend work required). Operations Management Support Senior Director and Associate Directors with achieving Objectives and Key Results for the department and providing support for development of strategic plans. Work closely with Associate Director to maintain and implement policies and procedures for the Operations and Events team. Inspect and maintain the Student Centers facilities, including: maintaining inventory of supplies and equipment, submitting work orders and reports, assisting with renovation projects and building recommendations to improve operations in our facilities. Provide excellent customer service and communicate information efficiently and effectively for visitors, clients, and building associates to create a safe, inclusive and welcoming environment. Establish and maintain relationships with key stakeholders (i.e. catering, vendors, VUPD, Parking Services, building associates, etc.) in order to facilitate successful events and building operations. Student Organization Support Assist student organizations in facilitating and planning successful events and programs that support and celebrate student experiences and adhere to University policies. May serve as an advisor for student organizations, assisting with goal‑setting, attending student organization executive board meetings and providing support for student leaders. Support student organization initiatives with regards to training, education, and creating a sense of belonging to improve the experience for all members. Inform students of changes to student organization policies and procedures that enable them to more effectively manage their organization. Utilize budgeting skills to support successful financial management and use of Oracle by student leaders and organizations. Staff Development and Training Lead efforts to recruit, hire, train, schedule, and supervise student staff to assist in Student Centers operations, including event management and event setups, to provide excellent hospitality and event services to customers and clients utilizing the event spaces. Effectively train other coordinators and support staff on policies and procedures to create successful team relationships and event management. Support efforts to develop, implement, and evaluate a robust student training and professional development program. Lead the OEC and Supervisors bi‑weekly meetings discussing accountability, training, hiring, and evaluations. Collaborate on the development of a Student Centers student staff evaluation tool. Coordinate all‑student staff trainings throughout the year, including the content and schedule. Create and lead the student accountability program. Other Serve on divisional committees and working groups to enrich the experience and resources available to staff across the division. Participate in division wide events as needed (Move‑In Day, Rites of Spring, Diverse ‘Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly. Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources. Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities. Supervisory Relationships This position supervises professional staff members, graduate students and undergraduate students. The position reports administratively and functionally to the Associate Director of Events. Education And Certifications A Bachelor’s degree is required. Master’s degree in Hospitality Management, Higher Education, Student Affairs, or related field is preferred. Experience And Skills Proven customer service and event management experience is preferred. Two years of related experience is preferred. Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds, identities, and experiences is preferred. Proven ability to manage diverse large‑scale, high‑risk, multi‑faceted events and/or conferences is preferred. Experience working in a University setting is preferred The Senior Coordinator of Operations and Events will lead the student employment program within Student Centers, including hiring, training, promotions, professional development, and staff recognition. This position will provide support for professional staff to ensure a consistent and development focused employment experience for all Student Centers student staff. This position will also manage all aspects of large-scale events, including, but not limited to meetings, banquets, conferences, receptions and student performances. In addition, this position will manage daily operations in multiple Student Center facilities to support student engagement opportunities. This includes formal and informal engagement for our student organizations, providing space for and supporting meetings, performances, and any other engagement opportunities for our students. #J-18808-Ljbffr