Vanderbilt University
Private research and higher education institution
Administrative Coordinator - Strategic Initiatives
About the job
- A bachelor's degree from an accredited institution of higher education or an equivalent combination of education and experience is necessary.
- Zero to two years of progressively responsible experience in program coordination, project management, higher education administration, research administration, executive operations, or related fields is necessary.
- Demonstrated experience independently coordinating complex projects or programs involving multiple stakeholders.
- Experience developing project plans, managing timelines and deliverables, and coordinating projects through implementation.
- Experience coordinating educational programs, conferences, meetings, or events.
- Strong organizational, program coordination, project management, and communication skills.
- Ability to exercise independent judgment, resolve operational issues, and maintain confidentiality.
- Ability to manage multiple complex priorities, projects, and deadlines with limited supervision.
- Ability to coordinate cross-functional stakeholders and facilitate progress toward project and program objectives.
- Strong written and verbal communication skills.
- Ability to gather, analyze, and summarize information and recommend improvements.
- Ability to evaluate administrative processes and identify opportunities for increased efficiency and effectiveness.
- Proficiency with Microsoft Office applications and collaborative productivity tools.
- Ability to learn and implement new administrative technologies and processes.
- Partner with the Senior Director of Strategic Initiatives and BRET Office leadership to plan, coordinate, implement, and assess strategic and operational initiatives.
- Independently manage projects from planning through implementation by establishing timelines, milestones, responsibilities, and deliverables.
- Monitor project progress, identify risks and dependencies, resolve routine issues, and escalate matters requiring leadership decisions.
- Coordinate cross-functional initiatives involving BRET Office leadership, faculty, trainees, staff, and University partners.
- Prepare project plans, status reports, briefing materials, dashboards, and other resources to support leadership decision-making.
- Track strategic priorities, leadership decisions, and action items and facilitate follow-up across stakeholders.
- Gather, analyze, and summarize information to support strategic planning, program development, and operational decision-making.
- Evaluate administrative processes and workflows and recommend opportunities to improve efficiency and effectiveness.
- Coordinate implementation of new administrative processes and technologies.
- Develop and maintain standard operating procedures and project documentation.
- Coordinate special projects and initiatives as assigned.
- Provide high-level operational and project coordination support to the Senior Associate Dean and members of the BRET Office Leadership Team.
- Manage the complex calendar of the Senior Associate Dean and coordinate meetings and priorities across multiple stakeholders.
- Organize and coordinate recurring leadership meetings by developing agendas, preparing and distributing materials, documenting decisions, and tracking action items.
- Draft correspondence and coordinate executive communications and briefing materials.
- Arrange domestic and international travel, reimbursements, and business expenses.
- Assist with grant-related reports and requests for information.
- Coordinate executive priorities with the Senior Director of Strategic Initiatives and facilitate follow-up among stakeholders.
- Assist with procurement and tracking for the Chazin Laboratory.
- Partner with the Chazin Laboratory Manager to arrange laboratory meetings and special events.
- Maintain working knowledge of University procurement, travel, and business expense policies.
- Exercise discretion and maintain confidentiality when handling sensitive information.
- Set up and administer administrative and operational activities supporting BRET Office educational programs and office-wide initiatives.
- Serve as a primary point of contact for faculty, students, staff, visitors, and University partners.
- Coordinate office meetings, retreats, seminars, educational activities, and special events.
- Maintain office communications, listservs, shared calendars, electronic records, and designated web content.
- Initiate and manage the annual student background check process and other administrative activities supporting graduate education.
- Partner with University offices, including VUIT, Facilities, and Finance, to resolve operational issues and implement BRET Office priorities.
- Develop and maintain administrative processes and procedures to support consistency and operational continuity.
- Identify opportunities to improve recurring administrative processes and coordinate implementation of approved changes.
- Serve as a resource to BRET Office colleagues regarding established University administrative processes and systems.
- Perform other operational duties and special projects as assigned.
- Manage the annual Vanderbilt Summer Science Academy program from planning through implementation and assessment in close coordination with the VSSA Director.
- Develop and maintain the annual program timeline, including key milestones, deadlines, stakeholders, and operational requirements.
- Maintain the VSSA handbook, website, program materials, and participant communications.
- Arrange seminar schedules, speakers, room reservations, and related program logistics.
- Plan trainee engagement activities and program events.
- Manage the annual VSSA Research Symposium, including planning, communications, stakeholder coordination, and event implementation.
- Administer end-of-program surveys and assessments and summarize results for program leadership.
- Analyze participant feedback and assessment results to identify trends and opportunities for program improvement.
- Recommend and implement approved improvements to VSSA processes and participant experiences.
- Maintain program documentation and records to support annual evaluation and future planning.
- A master's degree is preferred.
- Experience supporting senior leaders and managing competing priorities in a complex organization is preferred.
- Experience in higher education, academic research, or a related environment is preferred.
- Experience with Oracle, REDCap, Box, Concur, and similar enterprise systems is preferred.
About the company
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
N/A
Total Funding
$86.7M
Headquarters
Nashville, Tennessee
Founded
N/A
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Simplify's Take
What believers are saying
- Dare to Grow closed June 30, 2026 with $4.5 billion in gifts.
- FY26 invention disclosures reached 267, up 16 percent year over year.
- Christopher Scolese now leads the Vanderbilt Institute for Innovations Beyond Earth.
What critics are saying
- Provost C. Cybele Raver departs in October 2026, forcing a national search.
- San Francisco campus launches in 2027 only after regulatory approvals.
- A March 2026 ERISA lawsuit targets Vanderbilt and VUMC retirement oversight.
What makes Vanderbilt University unique
- Vanderbilt opened a New York City campus in August 2026.
- Nashville approved its 40-acre Innovation Neighborhood on September 1, 2026.
- The College of Connected Computing and quantum campus deepen its research moat.
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