Operations & Events Manager

The Operations and Events Manager is a key member of the Finance and Administration team within the Owen Graduate School of Management (Owen) at Vanderbilt University. This position is vital to the community experience combining responsibility for building maintenance oversight and daily facilities operations with event management and support of the operations and events team. The Operations and Events Manager serves as a leader in operational excellence ensuring the physical environment supports Owens mission while coordinating and executing programming that enhances the community experience. This role requires strong customer service communication and project management skills with the ability to solve problems effectively and efficiently. The Operations and Events Manager is highly collaborative working with individuals at all levels throughout Owen and the University.

The Owen Graduate School of Management is a professional school at Vanderbilt University located in Nashville Tennessee. Our size and focus allow us to interact with students faculty alumni and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture one that is built upon the Owen Essentials Trust Accountability Transparency Inclusiveness Collaborative Community Innovation and Learning.

The Finance & Administration office is dedicated to supporting Owen faculty staff and students with their financial activities employment and payroll actions and various administrative and facilities needs of the school.

Please Note: This position is deemed to be in-person expected to work at OGSM 5 days a week.

• Oversees daily operations safety rounds and maintenance of the Management Hall and auxiliary locations
• Manages maintenance requests work orders capital improvement projects
• Serves as a liaison with Vanderbilt University Maintenance and Operations for maintenance issues
• Coordinates housekeeping services security and building access for the Management Hall and the auxiliary facilities. Schedules pre- and post-event housekeeping requests. Reports issues to housekeeping supervisor.
• Manages capital equipment inventory furniture facility signage third-party movers and storage facilities
• Assists with development of capital improvement planning with development of the annual facilities budget including general maintenance and furniture replacement.
• Establishes and maintains opening and closing times for interior and exterior building doors. Works with Vanderbilt University Police Department on security issues and concerns
• Orders and manages campus wide inventory of physical door keys
• Manages standard facility signage
• Coordinates third-party movers for faculty or staff office moves or other projects
• Ensure compliance with fire safety life-safety assessments and facility use guidelines
• Physically configures all Owen classrooms before the first class meeting each module
• Makes administrative and procedural decisions regarding facilities and operations
• Ensures outstanding facility cleanliness and maintenance standards

Event Management

• Leads the planning coordination and execution of Owen events including networking events speaker series commencement orientation programs and community celebrations
• Develops and maintains comprehensive event timelines and checklists to ensure successful program delivery
• Manages event budgets including cost estimation vendor contracts and expense tracking
• Supports the Event Specialist on event planning delegation of tasks and quality assurance ensuring alignment with Owens operational standards and event vision
• Establishes and communicates event policies procedures and standards that the Event Specialist implements
• Serves as escalation point for complex event issues requiring senior-level decision-making

Project Management

• Manages all building renovation and construction projects
• Collaborates with Chief Business Officer on furniture fixtures and equipment procurement
• Communicates with Owen community regarding all renovations construction projects or other repair work that impacts daily operations.

Other Responsibilities

• Serves as Procurement Requestor to submit furniture supplies and facilities related services requisitions
• Prepares and at least annually updates all facilities policies procedures and emergency preparedness efforts for the Management Hall and the auxiliary facilities

• Establishes cultivates and maintains effective working relationships with various internal and external constituencies

• Other duties and project support as assigned by the Chief Business Officer