Operations Coordinator

Position Summary
The Operations Coordinator provides operational, financial, and programmatic support to the Immersion Vanderbilt staff office, with primary responsibility for overseeing and executing customer service, administrative, and project management workflows. This role manages critical processes that sustain Immersion Vanderbilt’s mission, requiring exceptional attention to detail, accuracy, and cross-unit coordination.

The Operations Coordinator provides administrative and logistical support to Immersion Vanderbilt leadership, including calendar and travel management, event coordination, and office operations. Acting as a key point of contact for internal and external stakeholders, the coordinator represents Immersion on committees and cross-campus working groups, contributes to recruitment and onboarding efforts, and works with Immersion staff to coordinate signature initiatives such as the Vanderbilt Undergraduate Research Symposia and the Immersion Vanderbilt Showcase.

Across all areas, this role is entrusted with sensitive and confidential matters, exercising sound judgment, discretion, and professionalism. The position demands adaptability, a strong operational mindset, and the ability to anticipate needs, balance multiple priorities, and deliver accurate, efficient, and compliant processes that advance the mission of Immersion Vanderbilt.

About the Work Unit
Immersion Vanderbilt provides a unique opportunity for Vanderbilt students to pursue their interests through a hands-on, mentored experience inside and outside the classroom. Immersion Vanderbilt culminates with a tangible final project, such as a work of art, an op-ed piece in a newspaper, a thesis, a web app, a musical performance, or a prototype, among many other products. This work unit facilitates these transformative student experiences, supporting learners as they engage with mentors, apply classroom knowledge, and create novel products that demonstrate their learning and contributions. This office plays a vital role in providing Vanderbilt students with unparalleled opportunities for experiential learning, personal growth, and real-world impact.
Through Immersion Vanderbilt, students can explore diverse experiential learning pathways such as study abroad; internships; civic and community engagement; research; innovation, arts and design; and leadership and professional development.

About the Provost’s Office of Undergraduate Education

The Provost’s Office of Undergraduate Education (OUE) advances Vanderbilt’s academic mission by supporting more than 7,200 undergraduate students in pursuing rigorous and inquiry-driven learning experiences. OUE collaborates closely with faculty and academic units to develop and sustain programs that promote undergraduate research, scholarly engagement, global learning, and other high impact academic practices that extend beyond the classroom. Through strategic coordination of curricular and co-curricular academic initiatives, including Immersion Vanderbilt, study abroad, and faculty driven academic programming, OUE ensures that students have access to meaningful opportunities for intellectual growth and discovery. By aligning resources, services, and academic support structures, OUE strengthens the undergraduate academic experience and fosters a community committed to learning, curiosity, and academic excellence. 

Key Functions and Expected Performance

Operational Support

• Plan, coordinate, and execute travel arrangements for senior leadership, functioning as expense delegate and ensuring compliance with university policies.
• Manage shared inboxes and triage communications for Immersion programs, routing inquiries and escalating issues as appropriate.
• Assist with visitors and students, providing frontline support and programmatic information, guiding them to the appropriate staff person or campus resource as needed.
• In partnership with the Immersion Outreach Coordinator, plan and execute meeting and event planning (reservations, room setup, catering, IT support), ensuring seamless experiences for program engagements.
• Leverage Microsoft Outlook, Excel, PowerPoint, and related systems to manage information workflows, develop high-impact presentations, and monitor progress on projects to ensure alignment with organizational priorities.
• Coordinate recruitment, interviewing, and onboarding and offboarding processes for new staff and student workers, liaising with HR, VUIT, and line managers to ensure smooth transitions.
• Submit and track facilities and IT requests to maintain seamless office operations and a high-functioning work environment.
• Represent Immersion Vanderbilt on designated university committees and working groups, contributing to cross-campus co