VTS - Events Coordinator
VTS - Events Coordinator
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Job Description
About the Work Unit:
The Jean and Alexander Heard Libraries at Vanderbilt University comprises nine libraries as well as service departments in collections services digital scholarship & scholarly communications information technology and digital services and teaching & learning. We seek to create a welcoming environment and serve as a partner in research and scholarship. The libraries are dynamic places for faculty staff students and alumni to reflect and discover. We also strive to be a workplace in which staff at every level continuously grow in knowledge and skills staying abreast of advances and trends in librarianship to power relevant vibrant research libraries.
The Jean and Alexander Heard Libraries are fundamental to the universitys goal of advancing scholarship and learning. We collect preserve and make accessible a wide variety of resources we partner with faculty and students to shape research and we encourage the development of informed scholars and engaged citizens
Key Functions and Expected Performance:
- Event Coordination: Assist with planning setting up and executing events such as staff meetings awards ceremonies seasonal gatherings and partner receptions.
- Coordinate with vendors campus support services and library departments to ensure all event logistics are confirmed.
- Serve as on-site support during events managing signage materials and last-minute needs.
- Calendar & Communication: Maintain an up-to-date calendar of upcoming events.
- Communicate clearly and professionally with library leadership staff and external partners.
- Help manage RSVPs and update event platforms such as AnchorLink and Paperless Post.
- Space & Supply Support: Assist in reserving and preparing event spaces.
- Maintain event supplies and storage areas restocking as needed.
- Support room setup and breakdown with Facilities and AV when applicable.
Communications:
- Internal: Frequent contact and complex communication with various departments staff and faculty members
- External: Regular contact with vendors outside of Vanderbilt University
Student/Faculty/Patron: Frequent contact with students faculty and library users
Supervisory Relationships:
This position does not have supervisory responsibility this position reports administratively and functionally to the Events Manager University Libraries
Experience and Skills:
- Experience supporting or coordinating events in a university or professional setting.
- Strong attention to detail time management and organizational skills.
- Professional communication skills and the ability to adapt quickly to changes.
- Basic proficiency with Microsoft Office Canva and scheduling platforms.
- Ability to assist during evening or weekend hours at events as needed.
- Comfortable lifting up to 25 lbs and moving event materials.
Required Experience:
IC
Employment Type
Full-Time
