Senior Events Coordinator

Position Summary:
The Senior Events Coordinator as part of the University Ceremonies and Events team within the Office of the Chancellor applies complex event planning strategies to design and implement innovative large-scale events that support the universitys mission. Assesses institutional needs and coordinates complex events ensuring seamless experiences for academic cultural and community stakeholders. Confers with senior leadership to define strategic event objectives and integrates best practices across all event functions. Delivers actionable insights that improve event quality and ensure compliance with operational standards.

About the Work Unit:
The Office of the Chancellor at Vanderbilt University is committed to upholding the universitys vision by excelling in management strategic initiatives and operational success. The University Ceremonies and Events team which is part of the Office of the Chancellor leads and executes key Vanderbilt ceremonies and events such as Founders Walk Family Weekend Reunion Commencement and other mission-critical programming. The UCE team also provides event expertise to partner offices across campus. This dynamic team is proud but never satisfied continually building on success to deliver higher impact events.

Key Functions and Expected Performance:
Coordinates complex event initiatives by directing cross-functional teams and managing high-level project strategies to achieve university objectives.
Onboards and trains new event staff by establishing performance standards and mentoring team members to foster a culture of excellence.
Designs systems to streamline event planning and execution processes ensuring efficient logistics and resource utilization.
Executes complex processes to manage event operations including venue selection vendor coordination and scheduling for diverse university events.
Assesses and evaluates event outcomes by analyzing performance metrics and compiling detailed reports that guide future improvements.
Provides input on strategic initiatives by conferring with stakeholders and interpreting event data to identify opportunities for innovation.
Recommends improvements by researching industry trends and integrating advanced event technologies to enhance service delivery.
Mentors team members by coaching on best practices and providing constructive feedback to promote continuous professional development.
Ensures compliance with institutional policies and regulatory requirements by establishing and enforcing standardized procedures for event management.
Demonstrate an understanding of the universitys mission values goals and priorities and an ability to ensure that all are considered in developing communications and events strategies.
Communicate and collaborate effectively with a wide range of audiencesincluding faculty students leadership staff alumni suppliers and agencies.
Efficiently and effectively managing multiple complex and results-oriented projects with quick turn-around requirements.
Demonstrate the flexibility and creative thinking in the execution of work including the ability to prioritize tasks and re-prioritize as necessary as situations change and new information arises.
Adhere to confidentiality and business ethics; demonstrating outstanding judgment and discretion.
Provide execution support on events for which the Senior Coordinator is not the lead.
Provide overall support as needed and assigned for department priorities.
Work outside regular business hours as needed to perform job responsibilities.
Perform other relevant duties as assigned

Supervisory Relationships:
This position does not have supervisory responsibility. This position reports administratively and functionally to an Event Manager within University Ceremonies and Events.

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

Experience and Skills:

5-7 years of experience in event planning project management or a related field is necessary.
Ability to work independently take initiative manage multiple projects simultaneously meet deadlines and adapt to changing priorities are essential.
Creative thinking and flexibility with a willingness to consider many options and take directives is necessary.
Ability to perform physical labor as needed and exhibit a willingness to do whatever is necessary at an event be it lifting and loading emptying trash or serving guests as required is necessary.
Ability to work extended hours as needed.
Fluency in all Office Suite products is necessary; knowledge of Wrike is preferred.
The ability to create event diagrams is strongly preferred.
The ideal candidate will be a highly motivated professional team player with courteous interpersonal skills and an excellent customer service attitude.

General Characteristics of a Successful Vanderbilt University Staff Member:

ACCOUNTABILITY: Owns decisions outcomes work products etc. that are within the scope of ones role.
Works through Issues Recognizes that the work is about successful outcomes if things arent going well outcomes suffer; is willing to have crucial conversations if things arent going well; doesnt just complain to management does everything possible to remedy the situation directly first
Reliable Does what they say they will do when they say they will do it; shows up for work when expected; doesnt push the burden of work volume or deadlines to others
Integrity Holds oneself accountable; takes responsibility for failures as well as successes recognizes that trust is required to hold a team together
Acceptance of Feedback Takes constructive criticism with grace and makes improvements without taking it personally or holding grudges; when wrong owns it freely admits mistakes

COLLABORATION: Works inclusively to build trust and accomplish tasks goals and initiatives. Understands anticipates and appropriately responds to internal and/or external customers needs.
Optimism Is friendly tirelessly cordial polite and genial; comes in to work with a good attitude and doesnt bring their own personal little black clouds into the work environment
Teamwork Genuinely values teamwork and co-workers makes them feel valuable and important by acknowledging what they do well; doesnt expect from others effort that one is unwilling to do themselves finds ways to acknowledge others strong suits
Honest and Transparent Doesnt have hidden agendas doesnt play people against each other; is authentic and forthright
Helpful Nature Offers to help lighten the load for others in times of need; volunteers rather than waiting to be asked; understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first others will likely reciprocate

COMMUNICATION: Provides information clearly and accurately in various settings ensuring understanding and participation. Understands how best to present information to different audiences and understands how information may be perceived.
Shares Shares information. Communicates proactively. Transmits knowledge; recognizes that knowledge is power is less effective than sharing knowledge is power. Asks for advice and considers it thoughtfully
Is Nice Asks caring interested questions and is a good listener -- smiles and is grateful; sends appropriate notes of thanks to others who have helped; avoids gossip or saying negative things about
oco-workers; patient and generous; makes suggestions rather than stating hard and fast opinions. Avoids being negative sarcastic and cynical
Praises Publicly; Criticizes Privately When dealing with a difficult co-workers or customers pretend your children are watching how the situation is handled; good manners help keep a cool head; gives credit where credit is due
Responds Promptly Recognizes that when emails and phone messages arent returned in a timely way it sends the message that the other party is not important; responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response

DRIVE & GRIT: Is focused on professional excellence and strives to facilitate and support the same for colleagues in and outside their team effectively manages through challenges and opportunities while seeking to understand and learn from professional experiences.
Perspective Maintains a sense of humor and perspective; can laugh first and foremost at oneself
Raises the Bar Expects and delivers excellence; is a creative problem solver; is proactive; welcomes input on making things better -- places a high value on learning and getting better
Resilience Is resilient in the face of daunting challenges and setbacks; bounces back readily.
Adaptability Reads cues and adapt accordingly; adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts

ENGAGED: Appreciates the values and mission of the organization works to contribute to the university and understands how their work affects the university and university community.
Eager Enthusiastic wanting to learn wanting to continue ones personal and professional development and expertise
Hard-Working Is industrious as well as efficient (busy isnt the same as productive); can juggle multiple competing priorities simultaneously without becoming overwhelmed
Believes Believes in the work being done and in the importance of the organizations mission
Creative Thinking Goes beyond the boundaries of the job description willingly takes on new challenges and finds creative solutions rather than always awaiting direct instructions

JUDGMENT & PROFESSIONAL ACUMEN: Makes appropriate decisions and evaluates risk and uncertainty to create ideal outcomes exhibits an eye for the macro and the micro and works to ensure others are able to do the same.
Autonomous Self-managing; self-motivated; manages time activities and outcomes well so that progress stays on track; cleans up after themselves
Maturity -- Exhibits professional maturity; doesnt pass the buck to dodge accountability; doesnt engage in petty office politics or inappropriate social conduct
Detail-Oriented Even small mistakes can create big issues; attention to detail work indicates care about the outcomes
Assumes the Best Assumes that others are working as hard as you are on things that are as important as what you are working on; just because you dont know what someone does it doesnt mean theyre not doing anything

COMMITMENT TO CULTURE OF DIVERSITY & INCLUSION: Supports the universitys commitment to diversity and inclusion and demonstrates personal dedication through words and actions.
Champions Engages in and advocates for inclusive workplace relationships
Culturally Self-Aware - Develops skills to recognize ones own biases and to be sensitive to the perceptions of others. Models appropriate cultural behaviors with others
Commitment - Collaborates on and contributes to organizational and community diversity and inclusion efforts as opportunities arise.