What are the responsibilities and job description for the Events Coordinator position at Vanderbilt University?
Position Summary:
The Events Coordinator, as part of the University Ceremonies and Events team within the Office of the Chancellor, administers event planning and execution processes to support a wide range of academic, cultural, and community events across the university. Analyzes moderately complex event requirements and applies industry best practices to design engaging and compliant experiences. Communicates with stakeholders and completes detailed logistical arrangements to ensure events deliver measurable impact and align with institutional standards. This is a full-time, on-campus, benefits-eligible position that requires a proactive professional who can work both independently and collaboratively in a fast-paced environment.
About the Work Unit:
The Office of the Chancellor at Vanderbilt University is committed to upholding the university's 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:
• Administers the overall event coordination of assigned small to medium sized events by leading planning activities and ensuring that all event initiatives align with the university’s strategic objectives.
• Coordinates event management aspects including registration, invitations, attendance estimation, VIP stewardship, site walkthroughs, catering, rentals, transportation and all ancillary services to ensure seamless event operations.
• Execute hands-on event support including setup/breakdown, guest service, waste management, and other operational needs to ensure seamless event experiences.
• Manage event documentation, including run-of-show documents, layouts, production schedules, budgets and post-event reports to ensure accountability and facilitate ongoing process improvement.
• Evaluates event performance by measuring outcomes against established benchmarks and identifying opportunities to improve future events.
• Provides input on strategic event enhancements by consulting with team members and event stakeholders to recommend innovative approaches.
• Serve as point of contact for stakeholders, vendors, and participants for assigned events.
• Support larger institutional events as part of the broader events team; Support other team members on larger-scale events by managing assigned tasks and supporting set-up or other duties as assigned.
• Build and maintain strong relationships with campus partners, vendors, and key stakeholders.
Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to the Associate Director of University Ceremonies and Events.
Education and Certifications:
• A bachelor’s degree from an accredited institution of higher education, or an equivalent combination of education, relevant military experience, and relevant skills, is required.
Experience and Skills:
• At least 2-4 years of relevant experience in event coordination and support, is required.
• Experience in event coordination or support within a non-profit or higher education organization is preferred.
• Proficiency in Microsoft Office, especially Outlook, is required.
• Proven experience in calendar and schedule management is required.
• Ability to collaboratively work in a team is required.
• Strong understanding of space and logistics.
• Ability to adhere to confidentiality and business ethics
• Demonstrates outstanding judgment and discretion.
• Demonstrates flexibility and creative thinking in the execution of work, including the ability to prioritize tasks as situations change and new information arises.
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Strong organizational skills and attention to detail.
• Ability to communicate effectively with internal and external stakeholders, including but not limited to leadership, faculty, students, staff, alumni, suppliers, and agencies.
• Excellent communication and interpersonal skills.