Administrative Coordinator

Position Summary:

The Administrative Coordinator position provides comprehensive administrative and operational support to the Curb Center and Vanderbilt University Museum of Art (VUMA) in the College of Arts & Science.  The primary responsibilities of the position include program support, event management, and managing financial processes.  Reporting directly to the Program Manager, the position interacts with many faculty, students, and staff across campus.  The role requires sound judgment and a thorough understanding of university policies and procedures.

About the Work Unit:

The Curb Center for Art, Enterprise & Public Policy at Vanderbilt University is a national policy center committed to research and learning that challenge leaders to rethink the place of creative and cultural expression in contemporary society. Its programs and initiatives focus on and promote the arts as a way of investigating the social, cultural, and natural worlds around us.

Vanderbilt University Museum of Art (VUMA)  is a globally minded laboratory where the spirit of curiosity meets visual expression to engage with the most critical human issues, build empathy, and inspire wonder across Vanderbilt University and throughout middle Tennessee.  VUMA is re-envisioning the future of collections, exhibitions, and programming. Through creative partnerships, we seek to deepen student and faculty engagement with the arts on campus, advance visual literacy, increase the exposure of the collection, create more opportunities for interdisciplinary research, and enhance access to collections and resources, including marginalized and hidden histories and cultures. 

Key Functions and Expected Performance:

Financial Operations & Program Development:

• Coordinates the financial processes for both Curb and VUMA.  
  • Ensure the most appropriate funding source for expenditures is being used based on the expense type and allowability (endowments, grants, gifts, and operating funds.)  
  • Determine the most effective way to allocate funds within a set budget.  
  • Provide financial insight and operational recommendations for both areas.  
  • Meet regularly with the Financial Unit Manager to review spending and balances.  
  • Work closely with central offices on purchasing contracts and agreements.  
  • Meet regularly with Directors on budgeting and purchasing to align resources with departmental priorities.  
• Develop professional service agreements, honorariums, vendor relationships to support programmatic goals.
• Manage financial workflows including One Card transactions, reimbursements, and travel related expenses, ensuring efficiency and compliance. 
• Manage the Curb Inquiry Grant Process.
  • Develop policies and procedures for grant recipients.
  • Create training opportunities for faculty, staff, and student awardees.  
  • Reconcile funds and ensure compliance.
• Develop and streamline financial and administrative processes for both programs.
• Event management for guest speakers, artist talks, and symposiums.

Program Support & Operations:

• Arrange scheduling and calendar systems, as needed.

• Arrange room reservations and use of facilities for both programs.

• Coordinate artwork loan agreements in collaboration with VUMA Director, artists, and OCG.  

• Recruit, hire, and supervise student workers for Curb and VUMA.  

• Anticipate challenges, develop solutions, and adapt processes to evolving program needs.

• Monitor institutional policy and technology changes, updating workflows and training to ensure compliance and efficiency.  

• Additional duties as assigned. 

Supervisory Relationships:

This position has no supervisory responsibility.  The position will serve as the line manager for student workers in Curb and VUMA.  This position reports directly to the Program Manger in the Curb Center.  

Education and Certifications

• Bachelor’s degree from an accredited institution preferred.