Events Coordinator

The Events Coordinator for University Ceremonies and Events is a key member of the Office of the Chancellor’s University Ceremonies and Events team at Vanderbilt University. This position leads the planning and execution of small-scale events within major university event programs and supports larger institutional events. The Events Coordinator manages event portfolios, develops and executes event strategies, and serves as a project lead for designated events, while also maintaining essential administrative functions for the team. 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:

• Lead and manage designated event portfolios within major university programs, including full ownership of pre-planning, execution, and post-event analysis
• Develop and implement event strategies, timelines, and work plans for assigned events
• Execute hands-on event support including setup/breakdown, guest service, waste management, and other operational needs to ensure seamless event delivery
• Coordinate event management aspects as assigned including registration, invitations, attendance estimation, VIP stewardship, site walkthroughs, catering, and all ancillary services
• Manage event documentation, including run-of-show documents, production schedules, and post-event reports
• Serve as point of contact for stakeholders, vendors, and participants for assigned events
• Design and optimize venue layouts, traffic flow patterns, and space utilization
• Build and maintain strong relationships with campus partners, vendors, and key stakeholders
• Support larger institutional events as part of the broader events team
• Coordinate travel arrangements and accommodations for event participants and team members
• Process and track event-related purchases and maintain office supply inventory
• Prepare and process expense reports and assist with budget tracking
• Schedule and coordinate team meetings and stakeholder gatherings, managing all logistical details
• Support process improvements within the office to enhance efficiency
• Perform other duties as assigned

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the 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 3 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.