Events and Administrative Coordinator, College of Connected Computing

The Events and Administrative Coordinator of College of Connected Computing is part of the deans administrative unit at Vanderbilt University and is a key position responsible for the daily management of administrative services and special events supporting the college. Reporting directly to the Chief of Staff the Events and Administrative Coordinator interacts with all members of the deans office many University wide partners and outside vendors.

About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville TN. The universitys students faculty staff and visitors frequently cite Nashville as one of the benefits of Vanderbilt. VU is where your expertise will be valued your knowledge expanded and your abilities challenged. It is a place where employees know they are part of something bigger than themselves take exceptional pride in their work and never settle for what was good enough yesterday.

Work Unit Description
The College of Connected Computing (CCC) is Vanderbilts groundbreaking interdisciplinary college designed to foster radical collaboration at the intersection of computing and other disciplines. By uniting scholars students and industry the CCC is committed to addressing societys most pressing problems through technology and collaboration.

Key Functions and Expected Performance:
Event Planning (30%)
Plan and coordinate a variety of events and activities for the VUSN Dean faculty and staff tailoring each to meet department objectives and budgets
Design and manage event communication including RSVP forms (using tools such as MachForm Microsoft Forms or Formstack) and follows up on event communication on behalf of the Dean
Maintain school wide events listings
Serve as the designated liaison with major vendors and consultants ensuring contract terms are met and fostering effective partnerships.
Oversee small-scale projects ensuring successful planning execution and alignment with organizational timelines budgets and resources.
Event Coordination (30%)
Manage and oversee all event logistics including venue reservations catering coordination event related purchases and day of event execution
Coordinate marketing and promotional efforts for these events in consultation with the Director of Communications at the CCC.
Manage event finances including monthly budget reconciliation timely Oracle reporting of One Card expenses and interdepartmental event charges
Some local offsite event coordination is possible.
Procurement Vendor Management and Travel Support (30%)
Lead and coordinate all procurement activities for the deans office including strategic sourcing contract negotiations vendor management and issue resolution
Facilitate and manage reimbursements for the Deans purchases and travel maintaining compliance and ensuring timely processing.
Oversee electronic management of financial records ensuring accuracy and compliance within Oracle and the document management system.
Manage onboarding travel arrangements reimbursements and payment processing for external consultants ensuring seamless integration and compliance with institutional policies.
Serves as backup to the Executive Assistant to the Dean ensuring continuity of operations during absences
Additional Job Responsibilities (10%)
Job responsibilities listed herein are intended to be a thorough representation of the duties responsibilities expectations and qualifications for this specific role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on organizational and operational needs.

Supervisory Relationships:
This position does not have supervisory responsibility. This position reports administratively and functionally to the Chief of Staff of the CCC.

Education and Certifications:
A bachelors degree from an accredited institution of higher education is preferred

Experience and Skills Preferred:
Minimum of 2 years of directly related experience
Proven ability to coordinate and organize meetings and/or special events
Demonstrated administrative and organizational skills including ability to multitask make procedural decisions manage priorities and meet deadlines.
Proficiency with Microsoft Excel Word and Outlook/Office 365 is necessary.
Strong interpersonal and communication skills with the ability to collaborate effectively with students faculty staff and other stakeholders in a team-oriented environment
Knowledge of finance accounting budgeting and cost control procedures

Key Characteristics of a Successful Team Member in this Work Unit:
Characteristics that are considered most valuable by the CCC administrative leadership include: Customer Service Collaboration Innovation Drive for Excellence Flexibility Organization and Creativity.