Coordinator, Operations & Events

Position Summary:
The Coordinator of Operations and Events is part of the Student Centers department within Student Affairs 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 student staff that work within student centers spaces and directly supports student organizations. 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 Senior Coordinator the Operations and Events Coordinator has the ability to engage with student leaders and student organizations sell and market event spaces to all stakeholders and execute large-scale events. This is a full-time fully benefits eligible onsite role. Occasional nights and weekends may be required based on event schedule.

The Coordinator of Operations and Events will manage daily operations in multiple Student Center facilities to support student engagement opportunities. This includes formal and informal engagement for our student organizations including providing space for and supporting meetings performances and any other engagement opportunities for our addition this position will support meetings and events for faculty staff and community members including but not limited to banquets conferences and receptions. They will supervise student staff who operate the Student Centers information desks and set-ups while providing outstanding hospitality and customer service to visitors and guests.

About the Work Unit
The Student Centers Office supports student engagement and leadership by managing facilities events event spaces as well as supporting student leaders through our role as student organization coaches. Our team includes operations and events coordinators audio/visual technicians facilities managers and student staff. We work as a team to support student engagement and help facilitate successful events for student organizations campus departments outside clients and guests in our facilities. The events we manage range from small meetings to large-scale events including weddings conferences and student performances.

About Student Affairs at Vanderbilt:
Student Affairs serves a central role in student learning and development at Vanderbilt advancing the Universitys mission of teaching research and service. Student Affairs at Vanderbilt cultivates vibrant inclusive communities that foster a students 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 to plan 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

• Inspect and maintain the Student Centers facilities on a daily basis including: keeping inventory of supplies and equipment submitting work orders and reports assisting with renovation projects and building recommendations to improve operations in our facilities.
• Provide excellent customer service and information efficiently and effectively for visitors clients and building associates in order to create a safe inclusive and welcoming environment.
• Establish and maintain relationships with key stakeholders (i.e. catering vendors VUPD Traffic & Parking building associates etc.) in order to build successful events and building operations.

Student Organization Support

• Assist student organizations in facilitating and planning successful events and programs that support and celebrate student experiences and adhere to University policies.
• May serve as an advisor for student organizations assisting with goal-setting attending student organization executive board meetings and providing support for student leaders.
• Support student organization initiatives with regards to advocacy inclusivity and diversity education to improve the experience for all members.
• Inform students of changes to student organization policies and procedures that enable them to more effectively manage their organization.
• Utilize budgeting skills to support successful financial management and use of Oracle by student leaders and organizations.

Staff Development

• Recruit hire train schedule and supervise student staff to assist in Student Centers operations including event management and event setups. Provide excellent hospitality and event services to customers and clients utilizing the event spaces.
• Effectively train other coordinators and support staff on policies and procedures to create successful team relationships and event management.

Other

• Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees task forces and working groups.
• Actively participate in key divisional initiatives and events including Move-In Day and all-division meetings and gatherings.
• Maintain a working knowledge of relevant university policies procedures and systemssuch as those related to travel procurement expense and time reportingto ensure effective compliant and responsible operations.

Supervisory Relationships:
This position does not have supervisory responsibility in managing professional staff members however they will be responsible for supervising a team of student staff. This position reports administratively and functionally to the Senior Coordinator of Operations and Events.

Education and Certifications:

• A Bachelors degree is required.
• Masters degree in Higher Education Student Affairs Hospitality Management or related field is preferred.
  

Experience and Skills:

• Ability to exercise discretion and independent judgement required.
• Proven customer service and event management experience is preferred.
• Experience managing supervising or training student staff or similar preferred.
• Experience working with or advising student leaders and student organizations within a university setting preferred.
• Two years of related experience is preferred.
• Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds identities and experiences is preferred.
• Proven ability to manage diverse large-scale high-risk multi-faceted events and/or conferences is preferred.