What are the responsibilities and job description for the Coordinator, Arts & Campus Events position at Vanderbilt University?
Position Summary:
The Program Coordinator is part of Arts & Student Activities (ASA) in Student Affairs at Vanderbilt and is responsible for serving as an advisor to the Vanderbilt Programming Board (VPB) to mentor and support students to be successful in their leadership roles. This position will assist with the logistical details for all programs to ensure that events are successful. This includes, but is not limited to helping secure venues, practice spaces, technical equipment and other A/V needs. The Program Coordinator will oversee the Vanderbilt Programming Board and advise the VPB Executive Board, CityVU and the Music Group. The Program Coordinator will also provide oversight, direction, accountability, and leadership to key operational aspects in ASA including large major scale programming, contracts, and student advisement.
About the Work Unit:
Arts & Student Activities (ASA) includes the major arts and campus programming initiatives on Vanderbilt’s campus: Vanderbilt Programming Board, Vanderbilt Performing Arts Community, Sarratt Art Studios and the Sarratt Gallery. The Arts & Student Activities mission is to facilitate and promote diverse programming for the Vanderbilt and Nashville Community that cultivates social engagement, cultural enrichment, artistic exploration and intellectual growth. ASA works closely with students, faculty, and staff from various academic departments and centers to coordinate programs for the Vanderbilt and Nashville communities with the goal of fostering and sustaining a culturally rich environment that provides participants with opportunities to understand and appreciate the value of art in their lives.
About Student Affairs:
Student Affairs Students serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Key Functions and Expected Performance:
Student Organizations
- Directly advise the Vanderbilt Programming Board (VPB) Executive Board along with the Music Group and CityVU group.
- Development and implementation of programs to include contract negotiation, logistics and collaboration with other departments, promotion, event management, assessment, and budget development.
- Oversee the recruitment, selection, supervision, and development of the VPB leadership team.
- Manage student organizations annual transition documentation.
- Assist the Director in the coordination and implementation of large-scale programming inclusive of but not limited to Rites of Spring working with key stakeholders across campus such as Vanderbilt University Public Safety, Vanderbilt University Maintenance and Operations, and others.
- Assist students with the organization and planning of major student organization events to ensure the successful execution of events that support student experiences and adhere to university policies.
- Advise student organizations on goal setting as well as the development and implementation of organizational action plans that create more meaningful experiences for their members and leaders.
- Inform students of changes to student organization policies and procedures that enable them to manage their organization more effectively.
- Assist with maintaining student organization records and documents on Anchor Link to support organizational continuity.
- Implement post evaluation review and documentation.
- Utilize budgeting skills to support successful financial management and use of Oracle by student leaders and organizations.
Administrative
- Perform procurement duties for their areas including processing departmental purchases using the One Card. Ensure purchases and related reporting are processed timely and accurately in Oracle and in accordance with university Procurement policies
- Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
- Establish and maintain strategic relationships with campus partners to support the ASA mission, programming, and goals.
- Refine, develop, assess, and report student learning outcomes for all key office programs and functions.
- Support the director in the development and implementation of an assessment plan, office review, and annual reports for the office.
Institutional, Divisional, and Department Administration
- Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees, task forces, and working groups.
- Actively participate in key divisional initiatives and events, including Move-In Day and all-division meetings and gatherings.
- Maintain a working knowledge of relevant university policies, procedures, and systems—such as those related to travel, procurement, expense, and time reporting—to ensure effective, compliant, and responsible operations.
- Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.
Supervisory Relationships:
This position does not have professional staff supervisory responsibility, but may supervise a graduate assistant in the Arts & Student Activities office. This position reports administratively and functionally to the Director for Arts & Student Activities.
Education and Certifications:
- Bachelor’s Degree is required
- Master’s Degree in Student Personnel, Student Development, Higher Education is strongly preferred
Experience and Skills:
- Experience in student programing and working with students, faculty, staff, and community members is necessary.
- Proven ability to handle multiple priorities while maintaining a high level of professionalism and attention to detail is necessary.
- Ability to work evening and weekend hours as needed is necessary.
- Strong interest in mentoring, advising and supervising staff and students is necessary.
- Strong communication (oral and written) and public relations skills is necessary.
- Strong organizational skills and self-motivation is necessary.
- 1 – 2 years of professional experience in college student programming is preferred.
- Advising and budget management experience is preferred.
- Knowledge of student development and leadership theory is preferred.
- Knowledge of university administration operations and budget management is preferred.
- Excellent interpersonal and communications skills is preferred.
- Self-starter with an interest in public relations and marketing strategies is preferred.
- Ability to build relationships with other university departments and divisions is preferred.
- Involved in regional and national professional organizations is preferred.
The Program Coordinator is part of Arts & Student Activities (ASA) in Student Affairs at Vanderbilt and is responsible for serving as an advisor to the Vanderbilt Programming Board (VPB) to mentor and support students to be successful in their leadership roles. This position will assist with the logistical details for all programs to ensure that events are successful. This includes, but is not limited to helping secure venues, practice spaces, technical equipment and other A/V needs. The Program Coordinator will oversee the Vanderbilt Programming Board and advise the VPB Executive Board, CityVU and the Music Group. The Program Coordinator will also provide oversight, direction, accountability, and leadership to key operational aspects in ASA including large major scale programming, contracts, and student advisement.
About the Work Unit:
Arts & Student Activities (ASA) includes the major arts and campus programming initiatives on Vanderbilt’s campus: Vanderbilt Programming Board, Vanderbilt Performing Arts Community, Sarratt Art Studios and the Sarratt Gallery. The Arts & Student Activities mission is to facilitate and promote diverse programming for the Vanderbilt and Nashville Community that cultivates social engagement, cultural enrichment, artistic exploration and intellectual growth. ASA works closely with students, faculty, and staff from various academic departments and centers to coordinate programs for the Vanderbilt and Nashville communities with the goal of fostering and sustaining a culturally rich environment that provides participants with opportunities to understand and appreciate the value of art in their lives.
About Student Affairs:
Student Affairs Students serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
Key Functions and Expected Performance:
Student Organizations
- Directly advise the Vanderbilt Programming Board (VPB) Executive Board along with the Music Group and CityVU group.
- Development and implementation of programs to include contract negotiation, logistics and collaboration with other departments, promotion, event management, assessment, and budget development.
- Oversee the recruitment, selection, supervision, and development of the VPB leadership team.
- Manage student organizations annual transition documentation.
- Assist the Director in the coordination and implementation of large-scale programming inclusive of but not limited to Rites of Spring working with key stakeholders across campus such as Vanderbilt University Public Safety, Vanderbilt University Maintenance and Operations, and others.
- Assist students with the organization and planning of major student organization events to ensure the successful execution of events that support student experiences and adhere to university policies.
- Advise student organizations on goal setting as well as the development and implementation of organizational action plans that create more meaningful experiences for their members and leaders.
- Inform students of changes to student organization policies and procedures that enable them to manage their organization more effectively.
- Assist with maintaining student organization records and documents on Anchor Link to support organizational continuity.
- Implement post evaluation review and documentation.
- Utilize budgeting skills to support successful financial management and use of Oracle by student leaders and organizations.
Administrative
- Perform procurement duties for their areas including processing departmental purchases using the One Card. Ensure purchases and related reporting are processed timely and accurately in Oracle and in accordance with university Procurement policies
- Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
- Establish and maintain strategic relationships with campus partners to support the ASA mission, programming, and goals.
- Refine, develop, assess, and report student learning outcomes for all key office programs and functions.
- Support the director in the development and implementation of an assessment plan, office review, and annual reports for the office.
Institutional, Divisional, and Department Administration
- Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees, task forces, and working groups.
- Actively participate in key divisional initiatives and events, including Move-In Day and all-division meetings and gatherings.
- Maintain a working knowledge of relevant university policies, procedures, and systems—such as those related to travel, procurement, expense, and time reporting—to ensure effective, compliant, and responsible operations.
- Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.
Supervisory Relationships:
This position does not have professional staff supervisory responsibility, but may supervise a graduate assistant in the Arts & Student Activities office. This position reports administratively and functionally to the Director for Arts & Student Activities.
Education and Certifications:
- Bachelor’s Degree is required
- Master’s Degree in Student Personnel, Student Development, Higher Education is strongly preferred
Experience and Skills:
- Experience in student programing and working with students, faculty, staff, and community members is necessary.
- Proven ability to handle multiple priorities while maintaining a high level of professionalism and attention to detail is necessary.
- Ability to work evening and weekend hours as needed is necessary.
- Strong interest in mentoring, advising and supervising staff and students is necessary.
- Strong communication (oral and written) and public relations skills is necessary.
- Strong organizational skills and self-motivation is necessary.
- 1 – 2 years of professional experience in college student programming is preferred.
- Advising and budget management experience is preferred.
- Knowledge of student development and leadership theory is preferred.
- Knowledge of university administration operations and budget management is preferred.
- Excellent interpersonal and communications skills is preferred.
- Self-starter with an interest in public relations and marketing strategies is preferred.
- Ability to build relationships with other university departments and divisions is preferred.
- Involved in regional and national professional organizations is preferred.