What are the responsibilities and job description for the Events and Administrative Coordinator, College of Connected Computing position at Vanderbilt University?
The Events and Administrative Coordinator of College of Connected Computing is part of the dean’s administrative unit at Vanderbilt University and is a key position responsible for the daily management of administrative services and special events supporting the college. Reporting directly to the Chief of Staff, the Events and Administrative Coordinator interacts with all members of the dean’s office, many University wide partners, and outside vendors.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873, located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff, and visitors frequently cite Nashville as one of the benefits of Vanderbilt. VU is where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work, and never settle for what was good enough yesterday.
Work Unit Description
The College of Connected Computing (CCC) is Vanderbilt’s groundbreaking interdisciplinary college, designed to foster radical collaboration at the intersection of computing and other disciplines. By uniting scholars, students, and industry, the CCC is committed to addressing society’s most pressing problems through technology and collaboration.
Key Functions and Expected Performance:
Event Planning (30%)
• Plan and coordinate a variety of events and activities for the VUSN Dean, faculty and staff, tailoring each to meet department objectives and budgets
• Design and manage event communication, including RSVP forms (using tools such as MachForm, Microsoft Forms or Formstack) and follows up on event communication on behalf of the Dean
• Maintain school wide events listings
• Serve as the designated liaison with major vendors and consultants, ensuring contract terms are met and fostering effective partnerships.
• Oversee small-scale projects, ensuring successful planning, execution, and alignment with organizational timelines, budgets, and resources.
Event Coordination (30%)
• Manage and oversee all event logistics, including venue reservations, catering coordination, event related purchases, and day of event execution
• Coordinate marketing and promotional efforts for these events in consultation with the Director of Communications at the CCC.
• Manage event finances, including monthly budget reconciliation, timely Oracle reporting of One Card expenses and interdepartmental event charges
• Some local, offsite event coordination is possible.
Procurement, Vendor Management, and Travel Support (30%)
• Lead and coordinate all procurement activities for the dean’s office, including strategic sourcing, contract negotiations, vendor management, and issue resolution
• Facilitate and manage reimbursements for the Dean’s purchases and travel, maintaining compliance and ensuring timely processing.
• Oversee electronic management of financial records, ensuring accuracy and compliance within Oracle and the document management system.
• Manage onboarding, travel arrangements, reimbursements, and payment processing for external consultants, ensuring seamless integration and compliance with institutional policies.
• Serves as backup to the Executive Assistant to the Dean, ensuring continuity of operations during absences
Additional Job Responsibilities (10%)
• Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on organizational and operational needs.
Supervisory Relationships:
• This position does not have supervisory responsibility. This position reports administratively and functionally to the Chief of Staff of the CCC.
Education and Certifications:
• A bachelor’s degree from an accredited institution of higher education is preferred
Experience and Skills Preferred:
• Minimum of 2 years of directly related experience
• Proven ability to coordinate and organize meetings and/or special events
• Demonstrated administrative and organizational skills, including ability to multitask, make procedural decisions, manage priorities and meet deadlines.
• Proficiency with Microsoft Excel, Word, and Outlook/Office 365 is necessary.
• Strong interpersonal and communication skills, with the ability to collaborate effectively with students, faculty, staff and other stakeholders in a team-oriented environment
• Knowledge of finance, accounting, budgeting, and cost control procedures
Key Characteristics of a Successful Team Member in this Work Unit:
Characteristics that are considered most valuable by the CCC administrative leadership include: Customer Service, Collaboration, Innovation, Drive for Excellence, Flexibility, Organization, and Creativity.
About Vanderbilt University
Vanderbilt is a renowned private institution founded in 1873, located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff, and visitors frequently cite Nashville as one of the benefits of Vanderbilt. VU is where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work, and never settle for what was good enough yesterday.
Work Unit Description
The College of Connected Computing (CCC) is Vanderbilt’s groundbreaking interdisciplinary college, designed to foster radical collaboration at the intersection of computing and other disciplines. By uniting scholars, students, and industry, the CCC is committed to addressing society’s most pressing problems through technology and collaboration.
Key Functions and Expected Performance:
Event Planning (30%)
• Plan and coordinate a variety of events and activities for the VUSN Dean, faculty and staff, tailoring each to meet department objectives and budgets
• Design and manage event communication, including RSVP forms (using tools such as MachForm, Microsoft Forms or Formstack) and follows up on event communication on behalf of the Dean
• Maintain school wide events listings
• Serve as the designated liaison with major vendors and consultants, ensuring contract terms are met and fostering effective partnerships.
• Oversee small-scale projects, ensuring successful planning, execution, and alignment with organizational timelines, budgets, and resources.
Event Coordination (30%)
• Manage and oversee all event logistics, including venue reservations, catering coordination, event related purchases, and day of event execution
• Coordinate marketing and promotional efforts for these events in consultation with the Director of Communications at the CCC.
• Manage event finances, including monthly budget reconciliation, timely Oracle reporting of One Card expenses and interdepartmental event charges
• Some local, offsite event coordination is possible.
Procurement, Vendor Management, and Travel Support (30%)
• Lead and coordinate all procurement activities for the dean’s office, including strategic sourcing, contract negotiations, vendor management, and issue resolution
• Facilitate and manage reimbursements for the Dean’s purchases and travel, maintaining compliance and ensuring timely processing.
• Oversee electronic management of financial records, ensuring accuracy and compliance within Oracle and the document management system.
• Manage onboarding, travel arrangements, reimbursements, and payment processing for external consultants, ensuring seamless integration and compliance with institutional policies.
• Serves as backup to the Executive Assistant to the Dean, ensuring continuity of operations during absences
Additional Job Responsibilities (10%)
• Job responsibilities listed herein are intended to be a thorough representation of the duties, responsibilities, expectations, and qualifications for this specific role at the time of hire but should not be considered all-encompassing as actual responsibilities may evolve to include additional duties as assigned based on organizational and operational needs.
Supervisory Relationships:
• This position does not have supervisory responsibility. This position reports administratively and functionally to the Chief of Staff of the CCC.
Education and Certifications:
• A bachelor’s degree from an accredited institution of higher education is preferred
Experience and Skills Preferred:
• Minimum of 2 years of directly related experience
• Proven ability to coordinate and organize meetings and/or special events
• Demonstrated administrative and organizational skills, including ability to multitask, make procedural decisions, manage priorities and meet deadlines.
• Proficiency with Microsoft Excel, Word, and Outlook/Office 365 is necessary.
• Strong interpersonal and communication skills, with the ability to collaborate effectively with students, faculty, staff and other stakeholders in a team-oriented environment
• Knowledge of finance, accounting, budgeting, and cost control procedures
Key Characteristics of a Successful Team Member in this Work Unit:
Characteristics that are considered most valuable by the CCC administrative leadership include: Customer Service, Collaboration, Innovation, Drive for Excellence, Flexibility, Organization, and Creativity.