Vanderbilt University

Private research and higher education institution

Events Coordinator

Administrative & Executive AssistanceUpdated on Nov 13

Full-timeNashville, TN, USANo salary listedIn-person

About the Job

Requirements

A bachelor's degree with knowledge of marketing, operations, and/or budget management is required.
At least three years of event management experience is required.
Ability to work nights and weekends, stand for prolonged periods, and lift and move moderately heavy objects up to 40 pounds is required.
Intermediate proficiency with Microsoft Office and Canva is required.
Project management skills are required.
Experience using customer relationship management systems, especially Prismm, is required.

Responsibilities

Organize and execute on-campus and off-campus events for the school.
Manage operational activities before, during, and after events, including prioritizing time and resources to resolve competing event demands.
Handle administrative duties and take primary responsibility for event setup, on-site support, and breakdown.
Oversee and maintain the calendar of events, identify potential conflicts, and communicate prioritization of time and resources.
Negotiate vendor agreements and contracts and initiate payments.
Track event expenses against budgets and submit expense reports for approval of charges.
Facilitate client feedback sessions and present post-event analyses, including budget recaps, incorporating feedback into future plans.
Work with internal and external event planning committees and client groups to set strategy, define event goals and objectives, identify opportunities for innovation, and document implementation plans.
Use event-industry best practices and knowledge gained from client groups to develop comprehensive event strategies.
Define and measure event success metrics and communicate results through post-event analysis.
Use software systems to create event request forms, post-event feedback surveys, event orders, and diagrams.
Ensure compliance with legal, health and safety, and university-specific standards.
Serve as a subject matter expert within the College of Connected Computing community and coordinate with other departments to maximize the effectiveness of college facilities and event goals.
Supervise several student workers.

Desired Qualifications

Meetings or event planning certification is a plus.
Hospitality, restaurant, or business school industry experience is a plus.

Job Description

The Events Coordinator is part of the College of Connected Computing (CCC) at Vanderbilt University and is a key individual contributor responsible for organizing and executing on campus and off campus events for the school. The Events Coordinator is a critical partner to constituents across the CCC, including but not limited to multiple student recruiting and admissions teams, career management center, office of the dean, student affairs, and those leading annual programs..

The Events Coordinator is responsible for major on-and-off campus events, and is responsible for all operational activities before, during, and after events. This includes prioritization of time and resources as a resolution to potentially competing events. The Events Coordinator conducts administrative duties and has primary responsibility for event setup, onsite support, and break down after an event. In addition, the Events Coordinator oversees and maintains the calendar of events, negotiates vendor contracts, initiates payments, tracks expenses against budgets, facilitates feedback sessions with clients, and submits expense reports for approval of charges.

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 administrative and academic structure. This interdisciplinary college is designed to advance breakthrough discoveries and expand computing education through a “computing for all” approach. The College is expected to grow rapidly over the next three years, requiring agile, strategic, and collaborative leadership.

Duties and Responsibilities

Works closely with internal and external event planning committees and client groups to set overall strategy, define event goals, outline objectives, discuss opportunities for innovation, and document specific implementation plans.
Leverages knowledge of industry best practices and knowledge gained through interactions with individual client groups in order to develop a comprehensive event strategy.
Defines and measures key success metrics for events and communicates the results as part of an overall post-event analysis.
Presents post-event analysis, including a budget recap during client feedback sessions, and then incorporates feedback into future plans.
Negotiates agreements and solidifies contracts with outside providers and subcontractors to ensure lowest cost and highest quality of service.
Uses software systems to create event request forms, to create post-event feedback surveys, and to design event orders and diagrams.
Oversees calendar of events, recognizes potential conflicts, and communicates a prioritization of time and resources as a resolution to competing events.
Ensures compliance with legal, health and safety, and university-specific standards.
Serves as subject matter expert within the CCC Community and communicates and coordinates with other departments to maximize effectiveness of college facilities and event goals.

Supervisory Relationships

This position has supervisory responsibility for several student workers; this position reports administratively and functionally to the Operating Lead.

Qualifications

Bachelor’s degree with knowledge of marketing, operations and/or budget management is required
Meetings or event planning certification is a plus
Minimum three years Event Management experience required; hospitality, restaurant or business school industry experience is a plus
Ability to work nights and weekends, stand for prolonged periods, and withstand physical exertion in lifting and moving moderately heavy objects up to 40 pounds is required
Excellent attention to detail
Excellent written and oral communication skills
Intermediate Microsoft Office and Canva skills
Excellent project management skills
Experience using CRM systems, especially Prismm

About the Company

Vanderbilt University

Private research and higher education institution

Vanderbilt University operates as a private research institution that provides undergraduate, graduate, and professional education to over 11,000 students. The university functions by integrating classroom instruction with active research initiatives, allowing students and faculty to collaborate on projects across various fields such as information technology, athletics, and the arts. Unlike many large public institutions, Vanderbilt maintains a smaller student body and emphasizes a community-driven environment where diversity of thought and culture is central to the learning process. The university distinguishes itself by operating at a "global crossroads," focusing on a multidisciplinary approach that encourages employees and students to apply their expertise to real-world challenges. Vanderbilt’s goal is to foster a center for growth and discovery where individuals can expand their knowledge and contribute to societal improvements through education and research.

Company size: 10,001+
Company stage: Not listed
Total funding: $86.7M
Headquarters: Nashville, TN
Founded: Not listed

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