Administrative Coordinator - Electrical and Computer Engineering

Position Summary:
The Administrative Coordinator (Temporary) provides comprehensive administrative and operational support for the Department of Electrical and Computer Engineering, with primary responsibility for management of the ECE Seminar Series, managing departmental events, and act as the Procurement manager of the department. This position plays a critical role in ensuring the smooth execution of academic programming, faculty and student engagement activities, and daily departmental operations. The Administrative Coordinator works closely with faculty, staff, students, and external partners and exercises sound judgment, organizational skills, and attention to detail in a fast-paced academic environment.

About the Work Unit:
Electrical and Computer Engineering is primarily responsible for the information technology revolution that society is experiencing. The development of large-scale integrated circuits has led to the development of computers and networks of ever-increasing capabilities. Computers greatly influence the methods used by engineers for designing and problem solving.

Key Functions and Expected Performance:

Event and Seminar Coordination
•    Pull together resources and supervise all individuals involved in events, including vendors, signage, name tags, tables and chairs, décor, and catering
•    Schedule meetings and presentations, including room reservations and coordination of audiovisual and technical support
•    Organize interviews, workshops, seminars, conferences, and symposiums held on and off campus
•    Work closely with departments across Vanderbilt University and with external partners to set up conferences, workshops, and seminars for ECE faculty
•    Coordinate guest travel for students, faculty, and visitors, including lodging, transportation, parking, and itineraries
•    Provide assistance with departmental events, including coordination of visitors, meetings, workshops, and food
•    Develop and maintain relationships with hotels, restaurants, and other vendors
•    Support faculty seminars, including senior, invited, special, and endowed seminars
•    Serve as VECAP Events Committee Chair and support Conference Committee activities

ECE Events Coordination
•    Manage departmental listservs for faculty, postdoctoral scholars, students, and staff
•    Coordinate all ECE events, including Friends and Family Day, ECE Day, and other signature departmental events
•    Attend all committee and staff meetings related to departmental events
•    Determine décor, food, and signage for each event
•    Handle all event registrations and attendee communications
•    Coordinate speaker travel, parking, and logistics and assist with reimbursement processing
•    Attend events to oversee setup and breakdown
•    Reserve all event space on and off campus, including parking accommodations
•    Serve as the primary point of contact for event-related questions via phone, email, and in person
•    Coordinate EAB meetings and related logistics
•    Supervise and coordinate students assisting with events, including students supporting events in exchange for attendance

Procurement and Expense Management
•    Manage departmental purchasing activities in accordance with university policies and procedures
•    Initiate and track purchase requests and requisitions
•    Coordinate with vendors and manage invoices and payments
•    Reconcile procurement card transactions and expense reports
•    Maintain accurate purchasing and expense records
•    Support basic budget tracking related to seminars, conferences, and events

General Administrative Support
•    Provide general administrative support to faculty, staff, and students
•    Prepare correspondence, reports, and event-related documentation
•    Maintain departmental records and calendars
•    Respond to inquiries and coordinate across departmental units

Supervisory Relationships:
This position does not have supervisory responsibility. This position reports administratively and functionally to the Senior Administrative Officer.

Education and Certifications:
•    Bachelor’s degree is required; however, we will accept experience in lieu of a degree.

Experience and Skills:
•    Experience in administrative coordination, event planning, or office management
•    Strong organizational and time-management skills with the ability to manage multiple priorities
•    Excellent written and verbal communication skills
•    Ability to supervise vendors, students, and temporary event staff
•    Proficiency with standard office software and enterprise systems
•    Experience in higher education or research-intensive academic environments
•    Familiarity with university procurement and financial systems
•    Experience coordinating academic seminars, conferences, or large-scale events