What are the responsibilities and job description for the Operations and AV Manager, Events position at Vanderbilt University?
Position Summary
The Operations & AV Manager, Events will play a critical role in the execution of external-facing events across Vanderbilt’s campus. This individual will lead the planning and on-site operational delivery of events spanning athletic facilities, academic buildings, campus venues, and other university spaces.
This role is responsible for ensuring seamless event logistics, overseeing audiovisual execution, managing vendor relationships, and supervising part-time event staff. The position will serve as a key operational partner across multiple business units, including West End Tower, Conferences & Events, Catering & Events, and external athletic events.
Key Responsibilities
Event Operations & Execution
The Operations & AV Manager, Events will play a critical role in the execution of external-facing events across Vanderbilt’s campus. This individual will lead the planning and on-site operational delivery of events spanning athletic facilities, academic buildings, campus venues, and other university spaces.
This role is responsible for ensuring seamless event logistics, overseeing audiovisual execution, managing vendor relationships, and supervising part-time event staff. The position will serve as a key operational partner across multiple business units, including West End Tower, Conferences & Events, Catering & Events, and external athletic events.
Key Responsibilities
Event Operations & Execution
- Lead end-to-end operational planning and execution for external events across Vanderbilt venues
- Oversee event setup and teardown, ensuring timelines, layouts, and standards are met
- Partner with internal stakeholders to deliver high-quality, revenue-generating events
- Serve as on-site operations lead for assigned events, troubleshooting in real time
- Manage AV planning and execution for events, including coordination with internal teams and external vendors
- Ensure proper equipment setup, testing, and on-site functionality
- Act as the primary point of contact for all AV-related needs during events
- Coordinate with third-party vendors including production, rentals, AV, and other service providers
- Ensure vendors meet Vanderbilt standards, timelines, and contractual obligations
- Support sourcing and building a preferred vendor network
- Recruit, train, schedule, and supervise a team of part-time event staff
- Provide clear direction and accountability to ensure operational excellence
- Foster a culture of communication, professionalism, and responsiveness
- Support operational needs for:
- West End Tower (hotel operations and event activations)
- Conferences & Events (external conferences and programs)
- Catering & Events (internal and external catering activations)
- Athletic facility rentals and external sporting events
- Collaborate across departments to ensure a unified and consistent client experience
- 5 years of experience in event operations, venue management, or related field
- A bachelor's degree from an accredited institution of higher education is necessary.
- Strong knowledge of event logistics, production, and AV systems
- Experience managing vendors and part-time or hourly staff
- Ability to manage multiple events and priorities in a fast-paced environment
- Strong problem-solving skills and attention to detail
- Excellent communication and interpersonal skills
- Experience in university, sports, or large-scale venue environments
- Familiarity with athletic facility operations and event production
- Working knowledge of AV systems, production workflows, and event technology
- Operational excellence and attention to detail
- Strong communication, accountability, and transparency
- Ability to lead teams and execute under pressure
- Collaborative mindset across multiple stakeholders