Operations Coordinator

Position Summary
The Operations Coordinator provides operational financial and programmatic support to the Office of Undergraduate Education (OUE) with primary responsibility for coordinating financial administrative and project management workflows. This role carries out critical processes that sustain OUEs mission requiring exceptional attention to detail accuracy and cross-unit coordination.

The coordinator oversees high-volume study abroad financial workflowsincluding invoice processing payments reconciliations and international health insurance enrollmentsin close collaboration with the International Experiences & Global Learning team finance officers and Procurement.
Beyond financial operations the Operations Coordinator provides administrative and logistical support to OUE leadership including calendar and travel management event coordination and office operations. Acting as a key point of contact for internal and external stakeholders the coordinator represents OUE on committees and cross-campus working groups contributes to recruitment and onboarding efforts and coordinates signature initiatives such as the Keegan Traveling Fellowship alongside other experiential learning and faculty-led programming.

Across all areas this role is entrusted with sensitive and confidential matters exercising sound judgment discretion and professionalism. The position demands adaptability a strong operational mindset and the ability to anticipate needs balance multiple priorities and deliver accurate efficient and compliant processes that advance the mission of the Office of Undergraduate Education.

About the Work Unit
The Provosts Office of Undergraduate Education (OUE) led by the Vice Provost for Undergraduate Education empowers students to enrich their academic journeys through transformative educational opportunities. OUE supports more than 7000 undergraduate students at Vanderbilt by creating pathways for immersive experiences hands-on research global engagement and other high-impact learning opportunities that extend beyond the classroom. Through its programs OUE fosters curiosity collaboration and innovation encouraging students to generate new knowledge pursue inquiry and develop the skills needed to address complex challenges and make meaningful contributions in a rapidly changing world.

In addition to advancing the student academic experience OUE is dedicated to building strong partnerships across the University. Faculty and staff work together to design and support programs that provide undergraduates with opportunities for intellectual growth personal exploration and professional development. These efforts include major campus-wide initiatives such as Immersion Vanderbilt Study Abroad Keegan Traveling Fellowship the Live. Learn. Lead. Symposium along with faculty-led programming.

OUE also plays a vital role in coordinating resources services and communications that help students thrive throughout their time at Vanderbilt. By supporting experiential learning professional development and programmatic initiatives OUE strengthens the undergraduate experience in alignment with Vanderbilts mission of preparing students to lead and excel. The office is committed to fostering a community of collaboration and shared purpose among faculty staff and students ensuring that resources and opportunities are accessible effective and responsive to the needs of the campus community.

Key Functions and Expected Performance

Financial and Accounts Management

• Carries out all financial processes for study abroad and experiential learning initiatives including invoice processing payments reconciliations and international health insurance enrollments.
• Coordinate student receivables for study abroad and other OUE programsoverseeing account adjustments billing cycles refunds and chargesin partnership with the Assistant Director of Operations & Strategic Initiatives.
• Track aging payables resolve vendor disputes and ensure timely and compliant payments in coordination with college finance officers and Procurement.
• Oversee and regularly update fee structures for study abroad programs across multiple academic terms ensuring accuracy and alignment with institutional policies

Project Management and Resource Procurement

• Coordinate the end-to-end administration of departmental financial transactions including payments reimbursements requisitions purchase orders and One Card processing through Oracle in accordance with university policy
• Carries out logistics for OUE programmatic initiatives including experiential learning activities faculty-led programming and professional development opportunities.
• Leverage Microsoft Outlook Excel PowerPoint and related systems to manage information workflows develop high-impact presentations and monitor progress on projects to ensure alignment with organizational priorities.

Talent and Office Operations

• Coordinate recruitment selection and onboarding processes for new staff and student workers liaising with HR VUIT and hiring managers to ensure smooth transitions.
• Submit and track facilities and IT requests to maintain seamless office operations and a high-functioning work environment.
• Represent the Office of Undergraduate Education on designated university committees and working groups contributing to cross-campus collaboration.

Administrative Support

• Serve as the operational liaison for OUE leadership managing complex calendars committee schedules and high-level internal and external engagements.
• Plan coordinate and execute travel arrangements for senior leadership and external stakeholders functioning as expense delegate and ensuring compliance with university policies.
• Serve as Guest Travel Coordinator for visiting scholars speakers and other external partners managing all aspects of their visit.
• Manage shared inboxes and triage communications for OUE programs routing inquiries and escalating issues as appropriate.

Confidentiality and Discretion

• Manage sensitive and confidential matters with a high level of discretion judgment and professionalism.
• Maintain confidentiality related to personnel academic financial legal and strategic matters discussed within the Office of Undergraduate Education.

Supervisory Relationships

This position does not have supervisory responsibilities. The Operations Coordinator reports directly to the Senior Director of Operations and Strategic Initiatives and works in close collaboration with the Assistant Director for International Experiences and Global Learning.

Education and Certifications

• A bachelors degree or equivalent work and/or military experience is required.
• A minimum of 2 years of progressively responsible administrative experience supporting senior or executive-level leaders is required. 4 years of experience is preferred.
• Prior experience in higher education or within a large complex organization is strongly preferred.

Experience and Skills

• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to manage multiple priorities under tight deadlines.
• Demonstrated ability to exercise sound judgment discretion and tact in handling sensitive matters.
• Advanced attention to detail and accuracy particularly in managing financial transactions reconciliations and compliance-related processes.
• Strong financial skills including experience with invoices payments account reconciliations and student receivables.
• Proficiency with Microsoft Office Suite (Outlook Word Excel PowerPoint) and collaboration platforms such as Zoom and Teams.
• Openness to the use of AI to streamline workflows and enhance work efficiency.
• Strong people skills and the ability to work independently and as part of a collaborative team.
• Demonstrated ownership of small but impactful operational details which elevate the overall experience and effectiveness of the office.
• Consistently maintains a positive welcoming and professional demeanor in all interactions contributing to a collegial and supportive office environment.