Senior Events Coordinator
Vanderbilt

JOB DESCRIPTION

Position Summary:
The Senior Events Coordinator, as part of the University Ceremonies and Events team within the Office of the Chancellor, applies complex event planning strategies to design and implement innovative, large-scale events that support the university's mission. Assesses institutional needs and coordinates complex events, ensuring seamless experiences for academic, cultural, and community stakeholders. Confers with senior leadership to define strategic event objectives and integrates best practices across all event functions. Delivers actionable insights that improve event quality and ensure compliance with operational standards.

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:
• Coordinates complex event initiatives by directing cross-functional teams and managing high-level project strategies to achieve university objectives.
• Onboards and trains new event staff by establishing performance standards and mentoring team members to foster a culture of excellence.
• Designs systems to streamline event planning and execution processes, ensuring efficient logistics and resource utilization.
• Executes complex processes to manage event operations, including venue selection, vendor coordination, and scheduling, for diverse university events.
• Assesses and evaluates event outcomes by analyzing performance metrics and compiling detailed reports that guide future improvements.
• Provides input on strategic initiatives by conferring with stakeholders and interpreting event data to identify opportunities for innovation.
• Recommends improvements by researching industry trends and integrating advanced event technologies to enhance service delivery.
• Mentors team members by coaching on best practices and providing constructive feedback to promote continuous professional development.
• Ensures compliance with institutional policies and regulatory requirements by establishing and enforcing standardized procedures for event management.
• Demonstrate an understanding of the university's mission, values, goals and priorities and an ability to ensure that all are considered in developing communications and events strategies.
• Communicate and collaborate effectively with a wide range of audiences-including faculty, students, leadership, staff, alumni, suppliers and agencies.
• Efficiently and effectively managing multiple, complex and results-oriented projects with quick turn-around requirements.
• Demonstrate the flexibility and creative thinking in the execution of work, including the ability to prioritize tasks and re-prioritize as necessary as situations change and new information arises.
• Adhere to confidentiality and business ethics; demonstrating outstanding judgment and discretion.
• Provide execution support on events for which the Senior Coordinator is not the lead.
• Provide overall support as needed and assigned for department priorities.
• Work outside regular business hours as needed to perform job responsibilities.
• Perform other relevant duties as assigned

Supervisory Relationships:
This position does not have supervisory responsibility. This position reports administratively and functionally to an Event Manager within University Ceremonies and Events.

Education and Certifications:
• A bachelor's degree from an accredited institution of higher education is required.

Experience and Skills:

• 5-7 years of experience in event planning, project management, or a related field is necessary.
• Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.
• Creative thinking and flexibility with a willingness to consider many options and take directives is necessary.
• Ability to perform physical labor as needed and exhibit a willingness to do whatever is necessary at an event, be it lifting and loading, emptying trash or serving guests as required is necessary.
• Ability to work extended hours as needed.
• Fluency in all Office Suite products is necessary; knowledge of Wrike is preferred.
• The ability to create event diagrams is strongly preferred.
• The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.

General Characteristics of a Successful Vanderbilt University Staff Member:

ACCOUNTABILITY: Owns decisions, outcomes, work products, etc. that are within the scope of one's role.
• Works through Issues - Recognizes that the work is about successful outcomes, if things aren't going well, outcomes suffer; is willing to have crucial conversations if things aren't going well; doesn't just complain to management... does everything possible to remedy the situation directly first
• Reliable - Does what they say they will do, when they say they will do it; shows up for work when expected; doesn't push the burden of work volume or deadlines to others
• Integrity - Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together
• Acceptance of Feedback - Takes constructive criticism with grace, and makes improvements without taking it personally or holding grudges; when wrong, owns it - freely admits mistakes

COLLABORATION: Works inclusively to build trust and accomplish tasks, goals, and initiatives. Understands, anticipates, and appropriately responds to internal and/or external customers' needs.
• Optimism - Is friendly, tirelessly cordial, polite, and genial; comes in to work with a good attitude and doesn't bring their own personal "little black clouds" into the work environment
• Teamwork - Genuinely values teamwork and co-workers, makes them feel valuable and important by acknowledging what they do well; doesn't expect from others effort that one is unwilling to do themselves, finds ways to acknowledge other's strong suits
• Honest and Transparent - Doesn't have hidden agendas, doesn't play people against each other; is authentic and forthright
• Helpful Nature - Offers to help lighten the load for others in times of need; volunteers rather than waiting to be asked; understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate

COMMUNICATION: Provides information clearly and accurately in various settings, ensuring understanding and participation. Understands how best to present information to different audiences and understands how information may be perceived.
• Shares - Shares information. Communicates proactively. Transmits knowledge; recognizes that "knowledge is power" is less effective than "sharing knowledge is power." Asks for advice, and considers it thoughtfully
• Is Nice - Asks caring, interested questions and is a good listener -- smiles and is grateful; sends appropriate notes of thanks to others who have helped; avoids gossip or saying negative things about
o co-workers; patient and generous; makes suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical
• Praises Publicly; Criticizes Privately - When dealing with a difficult co-workers or customers, "pretend your children are watching" how the situation is handled; good manners help keep a cool head; gives credit where credit is due
• Responds Promptly - Recognizes that when emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important; responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response

DRIVE & GRIT: Is focused on professional excellence and strives to facilitate and support the same for colleagues in and outside their team, effectively manages through challenges and opportunities while seeking to understand and learn from professional experiences.
• Perspective - Maintains a sense of humor and perspective; can laugh first and foremost at oneself
• Raises the Bar - Expects and delivers excellence; is a creative problem solver; is proactive; welcomes input on making things better -- places a high value on learning and getting better
• Resilience - Is resilient in the face of daunting challenges and setbacks; bounces back readily.
• Adaptability - Reads cues and adapt accordingly; adjusts style and approach to accommodate the styles and needs of others; can anticipate and effectively de-escalate potential conflicts

ENGAGED: Appreciates the values and mission of the organization, works to contribute to the university, and understands how their work affects the university and university community.
• Eager - Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise
• Hard-Working - Is industrious as well as efficient (busy isn't the same as productive); can juggle multiple competing priorities simultaneously without becoming overwhelmed
• Believes - Believes in the work being done and in the importance of the organization's mission
• Creative Thinking - Goes beyond the boundaries of the job description, willingly takes on new challenges, and finds creative solutions rather than always awaiting direct instructions

JUDGMENT & PROFESSIONAL ACUMEN: Makes appropriate decisions and evaluates risk and uncertainty to create ideal outcomes, exhibits an eye for the macro and the micro, and works to ensure others are able to do the same.
• Autonomous - Self-managing; self-motivated; manages time, activities and outcomes well so that progress stays on track; cleans up after themselves
• Maturity -- Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct
• Detail-Oriented - Even small mistakes can create big issues; attention to detail work indicates care about the outcomes
• Assumes the Best - Assumes that others are working as hard as you are on things that are as important as what you are working on; just because you don't know what someone does, it doesn't mean they're not doing anything

COMMITMENT TO CULTURE OF DIVERSITY & INCLUSION: Supports the university's commitment to diversity and inclusion and demonstrates personal dedication through words and actions.
• Champions - Engages in and advocates for inclusive workplace relationships
• Culturally Self-Aware - Develops skills to recognize one's own biases and to be sensitive to the perceptions of others. Models appropriate cultural behaviors with others
• Commitment - Collaborates on and contributes to organizational and community diversity and inclusion efforts as opportunities arise.

ABOUT US

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

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