Senior Coordinator, Operations & Events

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. 

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.

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