Associate Project Manager

The position has a flexible work model; the expectation is that the coordinator will be in the office multiple days per week and when required, to meet the needs of the division. 

APPLICATIONS REQUIRE A COVER LETTER AND RESUME

 

About the Work Unit: 

The Division of Government and Community Relations is responsible for the university’s advocacy work with all branches of government and for fostering and supporting community engagement between campus and community partners. The GCR team sets institutional priorities in consultation with campus leaders, communicates Vanderbilt’s position to elected and appointed officials, and keeps campus informed of legislative or policy actions. Through strategic collaboration, we support community-based organizations and foster meaningful engagement among students, staff, faculty and external partners.

Key Functions and Expected Performance: 

Project & Event Management

• Provide professional and/or technical support in the execution of day-to-day project activities for the GCR central administrative team and for the division units.
• Support the strategizing, executing and tracking of projects in collaboration with other members of the division or the university. 
• Track deliverables and deadlines, update dedicated documents and platforms (e.g., Trello, SharePoint, Salesforce etc.), compile data and information, conduct research and analysis, and draft materials, and schedule meetings in support of projects and initiatives. 
• Work with partners across the university and externally to coordinate resources needed to execute projects.
• Evaluate data to draft informed responses and reports as well as to assess impacts.
• Other duties as assigned. 

Relationship & Communications Management

• Create reports and dashboards within the university’s CRM system (Salesforce). Adhere to engagement tracking processes to input data.
• Create and maintain best-in-practice presentations, communications, and program materials that inform and educate internal and external audiences, across multiple platforms.  
• Collaborate with GCR’s Senior Communications Strategist to generate communications materials including Emma-formatted emails and newsletters and Canva graphics in support of initiatives, projects and programs.
• Ensure consistent, well-executed, impactful engagements for all GCR stakeholders. 

Executive Support

• Directly manage the calendar of the Associate Vice Chancellor for Strategy and Operations, develop or compile supporting materials for meetings and engagements.
• Draft select briefings for executive leadership and GCR Vice Chancellor Office managed programs, meetings and events.

Procurement & Finance

• Responsible for purchasing and procuring goods and services related to projects, events and programs in compliance with campus finance and expense policies. 
• Adhere to budget parameters while executing projects and events.
• Assist in developing and tracking project and event budgets (with support from the division’s Financial Unit Manager and Director of Business Operations).

Supervisory Relationships: 

This position reports to the Associate Director of Executive Projects in the Division of Government and Community Relations. This position does not have any supervisory responsibility. 

Education and Certifications: 

• A bachelor’s degree from an accredited institution of higher education is necessary. 
• A master’s degree or other advanced degree in a relevant field from an accredited institution of higher education is preferred.

Experience and Skills: 

• At least one year of related experience is required. Three to five years of related experience is preferred.
• Experience in higher education, government or community relations is necessary. 
• Excellent organizational and planning skills are necessary.
• Experience in project management and with event coordination and logistics are strongly preferred.
• Superior time management skills with the ability to