Director of Administration

Job Description

Position Summary
The Director of Administration reports to the Senior Director of Operations and Strategic Initiatives and provides leadership for key administrative priorities, projects, and initiatives within the Office of Undergraduate Education (OUE). The Director leads the planning, coordination, implementation, and assessment of complex projects and provides administrative leadership to advance the strategic priorities and effective functioning of OUE.

Working closely with the Senior Director, the Director translates organizational priorities into actionable plans, coordinates work across functional areas and stakeholders, establishes project structures and timelines, monitors progress and outcomes, and ensures effective implementation and follow-through. The Director leads selected administrative initiatives, identifies opportunities to strengthen organizational processes and practices, and provides oversight of designated staff and functions.

The Director works collaboratively with OUE leadership and partners across the university and exercises significant independent judgment in managing projects, resolving administrative issues, and advancing organizational priorities. The position requires strong project management, organizational leadership, stakeholder engagement, communication, and problem-solving skills within a complex university environment.

About the Work Unit
The Provost's Office of Undergraduate Education (OUE), led by the Vice Provost for Undergraduate Education, empowers students to enrich their academic journeys through transformative educational opportunities. OUE supports more than 7,200 undergraduate students at Vanderbilt by creating pathways for immersive experiences, hands-on research, global engagement, and other high-impact learning opportunities that extend beyond the classroom. Through its programs, OUE fosters curiosity, collaboration, and innovation, encouraging students to generate new knowledge, pursue inquiry, and develop the skills needed to address complex challenges and make meaningful contributions in a rapidly changing world, including through opportunities in major global hubs such as New York City.

In addition to advancing the student academic experience, OUE is dedicated to building strong partnerships across the University. Faculty and staff work together to design and support programs that provide undergraduates with opportunities for intellectual growth, personal exploration, and professional development. These efforts include major campus-wide initiatives such as Immersion Vanderbilt, Study Abroad, Keegan Traveling Fellowship, the Live. Learn. Lead. Academy, along with faculty-led programming.

OUE also plays a vital role in coordinating resources, services, and communications that help students thrive throughout their time at Vanderbilt. By supporting experiential learning, professional development, and programmatic initiatives, OUE strengthens the undergraduate experience in alignment with Vanderbilt's mission of preparing students to lead and excel. The office is committed to fostering a community of collaboration and shared purpose among faculty, staff, and students, ensuring that resources and opportunities are accessible, effective, and responsive to the needs of the campus community.

Key Functions and Expected Performance

• Advance OUE priorities through effective project leadership, administrative coordination, and implementation of strategic initiatives.
• Work closely with the Senior Director to translate leadership priorities and decisions into actionable plans, coordinated work, and measurable outcomes.
• Exercise sound judgment and discretion in managing complex assignments, resolving issues, recommending solutions, and identifying matters requiring senior leadership attention.
• Build and maintain effective working relationships with leaders, faculty, staff, and university partners to advance OUE priorities.

Strategic Projects and Initiatives

• Lead complex, cross-functional projects and strategic initiatives from planning through implementation, assessment, and closeout.
• Provide leadership and oversight for the Keegan Fellowship Program, including program planning, implementation, coordination, assessment, and continuous improvement.
• Develop and manage project and program plans that establish scope, objectives, timelines, milestones, roles, deliverables, dependencies, and measures of success.
• Organize and lead project teams and working groups, ensuring clarity of responsibilities, accountability, effective decision-making, and timely follow-through.
• Coordinate stakeholders, resources, and functional expertise across OUE and the university to advance projects, the Keegan Fellowship Program, and other organizational priorities.
• Monitor progress, risks, dependencies, and emerging issues; resolve barriers and elevate matters requiring leadership decisions.
• Prepare updates, briefings, decision materials, dashboards, and recommendations that support leadership oversight and decision-making.
• Assess project and program outcomes and use findings and lessons learned to inform continuous improvement and future implementation.

Administrative Leadership and Organizational Effectiveness

• Lead selected administrative and organizational initiatives that strengthen OUE's effectiveness, coordination, and ability to execute priorities.
• Coordinate implementation of leadership decisions and priorities that span multiple functions or units, ensuring appropriate communication, ownership, and follow-through.
• Identify opportunities to improve processes, workflows, communication, and organizational practices and lead implementation of approved improvements.
• Develop tools, procedures, documentation, and structures that support effective execution, accountability, and institutional knowledge.
• Analyze information and operational data to identify needs, inform recommendations, and support planning and decision-making.
• Support implementation and change management associated with new programs, policies, systems, structures, and organizational priorities.
• Address cross-functional administrative issues and coordinate resolution with appropriate OUE and university partners.

Staff and Project Leadership

• Supervise designated professional and administrative staff, providing clear expectations, coaching, feedback, and support for successful performance.
• Provide project leadership and functional direction to staff across OUE when initiatives require cross-functional coordination or shared implementation.
• Establish clear roles, responsibilities, decision points, and accountability for project teams and assigned initiatives.
• Promote effective project management practices and a collaborative, accountable, and solutions-oriented approach to work.

Divisional and Institutional Responsibilities

• Proactively identify opportunities to solve problems, strengthen organizational effectiveness, and advance divisional priorities.
• Maintain collaborative relationships with university partners and represent OUE on committees, working groups, and institutional initiatives as assigned.
• Maintain working knowledge of relevant university policies, procedures, systems, and emerging technologies, including artificial intelligence, and apply them appropriately to administrative and project work.
• Participate in OUE initiatives, meetings, professional development, and events that support collaboration and shared divisional goals.
• Foster a collaborative and inclusive work environment and contribute to shared priorities across OUE.
• Perform other duties as assigned in support of the mission and strategic priorities of OUE and Vanderbilt University.

Additional Responsibilities

• Lead or support special assignments, analyses, planning efforts, and emerging priorities at the direction of the Senior Director.
• Participate in OUE-wide activities and events as needed to support successful outcomes.
• Maintain confidentiality and demonstrate sound business ethics, judgment, and discretion.
• Perform other duties as assigned.

Supervisory Relationships
The Director of Administration reports administratively and functionally to the Senior Director of Operations and Strategic Initiatives. The Director supervises designated professional and administrative staff and may provide project leadership and functional direction to staff across OUE in support of assigned initiatives and administrative priorities.

Education and Certifications
A bachelor's degree from an accredited institution of higher education is required. A master's degree is preferred; relevant professional experience may be considered in lieu of a master's degree.

Experience and Skills

• At least eight years of progressively responsible experience in administration, project management, program management, or a related field is necessary.
• Demonstrated experience leading complex projects or initiatives involving multiple stakeholders, workstreams, or functional areas is necessary.
• Strong project management skills, including the ability to establish scope, plans, timelines, milestones, responsibilities, deliverables, and measures of success and to move complex work from planning through implementation.
• Demonstrated ability to manage multiple priorities and dependencies, anticipate and resolve problems, exercise independent judgment, and identify matters requiring senior leadership attention or decision.
• Advanced verbal and written communication skills, including the ability to synthesize complex information and prepare clear briefings, reports, recommendations, and decision materials.
• Ability to build and maintain effective, collaborative, and consultative relationships with leaders, colleagues, stakeholders, and institutional partners.
• Strong organizational and analytical skills, with demonstrated accountability, attention to detail, and follow-through.
• Experience supervising staff or providing functional leadership to project teams or colleagues is preferred.
• Experience improving administrative processes, workflows, or organizational practices and using data and information to evaluate progress and inform decisions is preferred.
• Ability to handle sensitive and confidential information with discretion and sound judgment.
• Experience in higher education is preferred.
• Knowledge of the Vanderbilt landscape, administrative systems, policies, and procedures is preferred.

About Us

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

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.