Program Coordinator, Institute of National Security

The Program Coordinator is part of the Institute of National Security at Vanderbilt University and is a key contributor responsible for assisting the Senior Program Manager of Special Projects with event coordination from inception to execution. The Program Coordinator position will provide coordination and administrative support for the Institute’s programs, events, and special projects. They will ensure professionalism, confidentiality, and adherence to university policies and the Institute’s standards in all interactions. They will support marketing and communications efforts related to Institute programming. They will serve as a logistical point of contact for the Institute’s events.

The Vanderbilt University Institute of National Security is an academic proving ground for future national security leaders and a hub for innovation. The Institute offers the national security community access to top student talent and fresh thinking from a university rooted in open debate, radical collaboration, and real-world impact. The Institute also provides a trusted space to convene leaders, experts, and students for conversations about the pressing challenges facing our nation and the world.

Duties and Responsibilities

• Provide day-to-day coordination and administrative support for the Institute’s programs, events, and special projects.
• Assist with planning, scheduling, and logistics for conferences, lectures, summits, meetings, and internal convenings.
• Support event execution, including registration management (attendance tracking, and post-event reporting, etc.), guest communications, materials preparation, and on-site operations.
• Maintain accurate and up-to-date records in the Institute’s CRM and project management systems. 
• Draft and format basic communication materials such as event invitations, confirmations, agendas, briefings, background documents run-of-show schedules, and event packets.
• Serve as a primary logistical point of contact for speakers, participants, and internal partners. 
• Coordinate with vendors, campus partners, and service providers to ensure timely delivery of event needs (catering, A/V, room setup, travel, etc.).
• Track project timelines, deadlines, and deliverables, proactively flagging risks or delays.
• Support marketing and communications efforts related to Institute convenings by assisting with website updates, newsletter material development, and social media material development.
• Support the supervision and coordination of student workers and volunteers during programs and events.
• Maintain organized digital and physical files related to programs, communications, and partnerships.
• Ensure professionalism, confidentiality, and adherence to university policies and Institute standards in all interactions.
• Provide administrative and project support to the Senior Program Manager and Institute leadership as assigned.

Supervisory Relationships: This position does not have supervisory responsibility and reports administratively and functionally to the Senior Program Manager of Special Projects for the Convene Pillar.

Qualifications

• A bachelor’s degree in public administration, organizational leadership, political science or related field is required.
• Strong written and oral communication skills – briefing materials, guest and partner communication documents, and engagement activities – are required.
• Strong project coordination skills are required.
• Attention to detail to manage event logistics, including scheduling, travel, lodging, briefing materials, run-of-show documents and registration tracking is required.This is an entry level position; however, experience in event coordination is preferred.
• Experience in event planning and coordination is preferred.
• Previous experience with customer relationship management tools is preferred.