Project Coordinator

Position Summary

The Program Coordinator for the Office of Special Initiatives is a full-time staff position within the Office of the Vice Provost for Faculty Affairs at Vanderbilt University. This role supports the planning, coordination, implementation, and project management of special initiatives that advance the Office’s mission and goals. The Program Coordinator will provide high-level administrative and logistical support to ensure these initiatives are executed seamlessly and maintain alignment with institutional priorities. This position requires strong organizational and communication skills to engage stakeholders, facilitate meetings, and enable the success of projects driven by the Office of Special Initiatives. Reporting directly to the Assistant Provost for Special Initiatives, the Program Coordinator will collaborate with stakeholders across the office to support the advancement of the four pillars of Faculty Affairs: Catalyzing Faculty Success, Advancing Pedagogy Through innovation and Technology, Operational Excellence, and Continuous Improvement.

About The Work Unit

The Office of Faculty Affairs exists to support and champion Vanderbilt faculty at every stage of their career.

We Will Collaborate Across All Units To

• Amplify faculty achievements, experiences and innovations
• Demystify the paths of career advancement
• Develop essential skills, programs and networks
• Ensure the quality and integrity of academic programs
• Innovate powerful teaching tools, resources and technologies
• Nurture a collaborative culture of discovery
  
  

Key Functions And Expected Performance

• Project Coordination: Manage and support multiple special initiatives and projects from inception to completion. Develop project timelines, track milestones, and coordinate internal resources to ensure timely execution of deliverables. Maintain project documentation and prepare status reports for Office leadership.
• Event Planning and Logistics: Plan, organize, and execute meetings, workshops, and events related to the Office’s initiatives. Work with the office’s executive assistant to coordinate all aspects of event logistics, including scheduling, sending invitations, reserving venues, arranging catering, and preparing materials. Ensure events and programs run smoothly and professionally, aligning with the academic tone of the university.
• Communication and Reporting: Draft and disseminate clear communications, reports, and presentations on behalf of the Office of Special Initiatives. Prepare meeting agendas and briefing documents, and record minutes or summaries as needed. Keep stakeholders informed of initiative progress and outcomes through regular updates and correspondence, maintaining a high standard of written and oral communication.
• Stakeholder Engagement: Serve as a liaison among various internal and external stakeholders involved in special initiatives. Engage faculty, staff, and partners by facilitating collaboration and building positive relationships to advance critical project objectives.
• Resource Coordination: Work closely with other units within the Office of the Provost and Faculty Affairs to coordinate resources and support for initiatives. This may include collaborating with central administrative offices, academic departments, and external partners to convene the necessary resources for each project.
• Project Planning & Execution: Coordinate the development of actionable project plans for new and strategic initiatives. Synthesize research and stakeholder input; define scope, deliverables, milestones, schedules, and success metrics; track risks and interdependencies; and prepare briefings and data‑ informed recommendations for leadership.
• Monitoring and Evaluation: Track the outcomes and impact of special initiatives and programming. Collect and maintain data on program participation, engagement metrics, and results. Assist in preparing reports or presentations that evaluate program effectiveness and recommend improvements or changes, ensuring continuous enhancement of the Office’s offerings.
• Other Duties as Assigned: Undertake additional tasks and responsibilities as needed to support the success of the Office of Special Initiatives and Faculty Affairs. This may include cross-training to back up other staff, contributing to office-wide process improvements, and adapting to emerging priorities in a dynamic academic environment.
  
  

Supervisory Relationships

This position does not have supervisory responsibility; this position reports administratively and functionally to the Assistant Provost for Special Initiatives.

Education and Certifications

• Education: Bachelor’s degree from an accredited institution is required.
  
  

Experience And Skills

• Experience: Approximately 3–5 years of relevant experience in program coordination, project management, event planning, or administrative support is required, preferably in a higher education, nonprofit, or similar professional setting.
• Communication: Strong organizational, interpersonal, and written/verbal communication skills are required. The candidate must be able to communicate clearly and diplomatically with faculty, staff, and external partners. Excellent writing skills for formal correspondence and report preparation are essential.
• Project Management: Demonstrated ability to plan, coordinate, and manage multiple projects simultaneously required. The candidate should be adept at setting priorities, balancing competing tasks, and maintaining attention to detail in a fast-paced environment.
• Teamwork and Independence: Ability to work both independently with minimal supervision and as an effective member of a team. The role requires a self-starter who can exercise independent judgment and maintain confidentiality when handling sensitive information. Collaboration skills and a positive attitude toward teamwork are important for success.
• Analytical and Problem-Solving: Strong analytical skills and the ability to solve problems efficiently and resourcefully. The candidate should be comfortable evaluating information, anticipating challenges, and proposing creative solutions to ensure initiative goals are met. Adaptability and initiative in improving processes are valued.
• Technical Skills: Proficiency in standard office software and tools (e.g., word processing, spreadsheets, email, and presentation software) is expected. The candidate should be able to effectively use technology for administrative tasks, communication, and data management.
• Other Attributes: The ideal candidate will be detail-oriented, reliable, and professional in demeanor. A high level of discretion and integrity is required when dealing with confidential or sensitive matters. The candidate should demonstrate a commitment to the university’s values and be motivated to contribute to Vanderbilt’s academic mission.