Company Description

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.

Position Summary:
The Event and Data Coordinator is a temporary position on the Graduate School team and will provide support for events and projects that support graduate students at Vanderbilt University. Reporting to the Director of Events and Communications, this position will play a critical role in supporting the Graduate School’s Commencement activities and other event initiatives. The ideal candidate will excel in customer service, data management, and event coordination, contributing to the success of our graduation season.
 

About the Work Unit:
The Office of the Vice Provost for Graduate Education and the Dean of the Graduate School operates as the chief administrator for all graduate programs within the university’s schools and colleges, and fosters a collaborative support system across multiple departments, programs, and central provost resources such as the Career Center or the Student Care Network. The office also includes oversight of the Office of Postdoctoral Affairs. The Graduate School promotes excellence in research and scholarship with the goal of training the next generation of leaders within and outside of the academy. We do so by promoting the most promising pre- and post-doctoral scholars from a varied set of backgrounds and by creating an inviting and stimulating environment that fosters intellectual growth and development.
 

Key Functions and Expected Performance:
 

• Commencement Support:
o Manage graduate data, ensuring accuracy and organization.
o Respond to emails and phone inquiries from graduates regarding Commencement details.
o Assist in coordinating logistics and activities for the day-of Commencement event.
o Provide administrative support to the Commencement planning team.
o Availability on Friday, May 9 from 7 am to 4 pm to assist with the execution of Commencement.
 

• Event Coordination:
o Assist with the planning and execution of other events organized by the Events Team that support graduate students.
o Support event setup, logistics, and communication with stakeholders.
o Follow standards and protocols for university events, including but not limited to: invitations and RSVPs, VIP stewardship; venue setup; site walkthroughs; catering; detailing the program of activities and schedule of events; and all ancillary services.
o Demonstrate understanding of the Graduate School’s mission, values, goals and priorities and an ability to ensure that all are considered in developing communications and events strategies.
 

• Data Management and Research:
o Collect and organize data to contribute to the development of a grants database for graduate student research funding.
o Conduct research and compile information as needed for team initiatives.
 

Supervisory Relationships: None.
 

Qualifications:
• 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.
• Professional experience working in higher education is preferred.
• Specialized training or on the job experience in an event planning or customer service role is preferred.
• Demonstrated customer service skills, including professionalism and responsiveness.
• Strong organizational and data management skills.
• Proven ability to work independently and in teams is necessary.
• Excellent communication skills – both written and verbal is necessary.
• Knowledge of Microsoft Excel, Word, and PowerPoint is necessary.
• Ability to problem-solve, manage multiple complex tasks effectively, and meet deadlines is necessary
 

Schedule:
• Part-time from March 1 to May 15, 20 hours per week, with flexible scheduling as needed to support event timelines.