Project Coordinator for Communications

Position Summary:

The Communications Team in the Office of Undergraduate Admissions (OUA) manages all outgoing communications from the Admissions office and the project coordinator will provide overall organization and serve as the primary project coordinator for all projects undertaken by the Team. The project coordinator responsibilities include developing timelines for all communications projects and managing timelines so that projects are completed on deadline. Projects include print email website social media presentations guidebooks and platforms. This position will convene meetings of the Communications Team and of other Admissions members and university partners as appropriate for each addition this position will assist with other communications-related tasks including inventory management data tracking and analysis and CRM support. Understanding the teams strategic direction and goals will be important so that this position can include these objectives as project timelines are established meetings are convened and other communications functions are completed. Acting as part of the Communications Team this position requires writing and editing proficiency.

About the Work Unit:

The Office of Undergraduate Admissions at Vanderbilt University is a critical unit within University Enrollment Affairs that contributes greatly to the entire Vanderbilt community. Its mission is to recruit select and enroll a varied cohort of degree-seeking first-year and transfer students who are intellectually curious academically talented and socially engaged. The Office consists of a team that includes the Director an experienced group of admissions officers and a well-seasoned support staff engaged in marketing Vanderbilt globally. To accomplish this members of the OUA team travel both domestically and abroad to conduct high school visits attend college fairs and participate in speaking engagements. The Office communicates systematically with hundreds of thousands of prospective students through traditional printed publications the web and other social media channels and serves as the first point of contact for members of the public interested in VU.

OUA fully supports the concepts of access and belonging and is committed to the belief that equity and social justice must be accorded to all. At OUA our organizational culture is grounded in a commitment to excellence inclusivity and collaboration. We believe that fostering a supportive and vibrant workplace is essential to our mission of attracting and enrolling students who will thrive at Vanderbilt. Our culture emphasizes respect open communication and continuous professional development ensuring that every team member feels valued and empowered to contribute to our collective success. As a member of OUA you are joining a dynamic team that is dedicated to making a positive impact both within the university and in the broader Office also believes that a part of its responsibility is to contribute to a various university community where students staff and faculty of differing backgrounds viewpoints and life experiences learn about and from each other in classroom settings as well as throughout the entire campus. It strives to ensure that the composition of the OUA staff reflects its commitment to these values.

At Vanderbilt we want everyone in our community to know they belong. The broad and varied backgrounds experiences and perspectives of our Vanderbilt community members enrich the educational experience and provide important avenues for growth and development for every member of our community. We endeavor to create an environment in which all members of our dynamic and varied campus community can engage in dialogue learning innovation and discovery preparing leaders to engage with the world and its complexities.

Key Functions and Expected Performance:

• Schedule and organize project meetings preparing agendas and taking detailed minutes

• Share out minutes from meetings including next-step actions

• With other Communications Team members develop project timelines

• Manage project timelines and information in the Asana project management tool making appropriate task assignments and establishing due dates

• Track project milestones and deliverables ensuring projects are progressing on schedule

• With leadership from other Communications Team members communicate with project members as needed to ensure deadlines are met

• Serve as a point of contact for internal stakeholders involved in communications projects

• Help analyze project performance and gather feedback to improve future projects

• Maintain detailed project documentation and generate reports as needed

• Identify opportunities to streamline workflows and enhance the efficiency of the Communications Team

• Assist in developing and documenting standard operating procedures for project management and communication practices

• Coordinate the review and approval process for communications materials ensuring consistency with Vanderbilt Universitys brand guidelines.

• Support the functions of the Communications team acting as a backup for other team members.

• May be called on to use Word Excel PowerPoint or other appropriate software.

Supervisory Relationships:

This position has no supervisory responsibilities. This position reports functionally and administratively to the Senior Associate Director for Communications.

Education and Certifications

• A bachelors degree from an accredited institution of higher education is required.
• At least one year of related work experience required.
• Project management certification (CAPM or PMP) is preferred.

Experience and Skills:

• Proficiency in project management software is required. Experience with Asana is strongly preferred.

• Familiarity with digital marketing tools and platforms (e.g. CMS CRM social media) required. Proficiency with Slate and the Adobe suite preferred.

• Experience with the Microsoft Office suite required.

• Proficiency in writing editing and proofing required.

• Strong professional organization skills and attention to detail required.

• Strong communication skills and comfort interacting with university partners and other professionals of all levels is required.

• Ability to work independently and as part of a team in a fast-paced environment required.