Administrative Coordinator

Position Summary:
The Administrative Coordinator provides administrative and operational support to faculty and research area leadership within the College of Connected Computing (CCC). This role serves as a primary point of coordination for day-to-day administrative activities, helping faculty navigate university processes and ensuring the smooth execution of research area operations.
 

Working closely with faculty, staff, and administrative partners across the College, the Administrative Coordinator supports meeting and event logistics, travel coordination, visitor support, communications, procurement, and other administrative activities. This position plays an important role in creating an organized and responsive support environment that enables faculty to focus on teaching, research, and service.

About the Work Unit:
The College of Connected Computing is Vanderbilt’s first new college in 40 years and is in the early stages of building its academic and administrative structure. The College advances interdisciplinary research and expands computing education through a “computing for all” approach.
 

CCC’s undergraduate programs provide pathways for students across the university to engage with computing-related coursework through both majors and minors. The Office of Student Services supports these programs by ensuring efficient coordination, clear communication, and a consistent student experience.

Key Functions and Expected Performance:
Faculty and Administrative Support

• Provide administrative support to faculty and research area leadership
• Coordinate meetings, schedules, and logistics for research area activities
• Assist faculty in navigating administrative processes and connecting with appropriate college resources
• Support onboarding activities for new faculty, postdoctoral fellows, visiting scholars, and affiliated researchers

Travel, Events, and Visitor Coordination

• Coordinate travel arrangements, itineraries, and reimbursements for faculty, visitors, and guest speakers 
• Assist with planning and execution of seminars, workshops, meetings, and research-related events
• Coordinate visitor logistics, including scheduling, accommodations, and meeting support
• Prepare materials and provide logistical support for meetings and events

Operational and Financial Coordination

• Assist with procurement requests, expense documentation, and other administrative transactions
• Maintain records and documentation related to research area activities
• Coordinate operational requests and follow up on action items
• Support implementation of university and college policies and procedures

Communications and Information Management

• Assist with website updates, newsletters, announcements, and distribution lists
• Coordinate communication of research area events and activities
• Maintain shared files, calendars, and administrative resources

Collaboration and Customer Service

• Serve as a responsive resource for faculty, students, postdoctoral fellows, and visitors
• Coordinate with administrative offices across the College and university
• Support special projects and additional duties as assigned

Supervisory Relationships:
This position does not have direct supervisory responsibility but may provide guidance to student workers or temporary staff supporting research area activities. This position reports administratively and functionally to the Director of Administrative Operations and Faculty Support and works closely with research area leadership, faculty, and college administrative partners.

Education and Certifications
• Bachelor’s degree from an accredited institution or an equivalent combination of education and relevant experience
• 4 years of experience in academic administration, student services, or a related field
• Strong organizational and operational skills
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Excellent written and verbal communication skills
• Strong interpersonal skills and ability to work effectively with students, faculty, and staff
• Proficiency in Microsoft Office and experience working with databases or administrative systems
• Ability to work independently and exercise sound judgment

Experience and Skills:
• Experience in higher education or undergraduate program administration
• Experience coordinating events, communications, or faculty-facing initiatives
• Familiarity with university administrative systems and processes
• Experience supporting interdisciplinary programs, centers, institutes, or research initiatives
• Experience working in a fast-paced or start-up academic environment