Program Coordinator, Arts & Campus Events

Job Description

Position Summary:

The Program Coordinator for Arts & Campus Events (ACE) in Student Affairs at Vanderbilt and is a key individual contributor responsible for oversight, direction, accountability, and leadership to key operational aspects in ACE including large major scale programming, contracts, and student advisement. The Program Coordinator serves as an advisor to the Vanderbilt Performance Arts Community (VPAC) and groups within the organization, to mentor and support students to be successful in their leadership roles. This position assists with the logistical details for all programs to ensure that events are successful, which includes, but is not limited to helping secure venues, practice spaces, technical equipment and other A/V needs, gallery installations, scheduling student assistance, and other general operating needs of the Sarratt Art Studios. The Program Coordinator will oversee other components within ACE, including the Vanderbilt Programming Board Late Night Programming and the supervision of the Concert Choir and non-employee affiliates within the organization (Choral Director & accompanist).

Reporting directly to the Assistant Director of Arts & Campus Events, this individual will participate and support division, campus and community partners in university-wide events related to the mission of the university, students, faculty and staff.

About the Work Unit:

Arts & Campus Events (ACE) includes the major arts and campus programming initiatives on Vanderbilt’s campus: Vanderbilt Programming Board, Vanderbilt Performing Arts Community, Sarratt Art Studios and the Sarratt Gallery. The Office of Arts & Campus Event’s mission is to facilitate and promote diverse programming for the Vanderbilt and Nashville Community that cultivates social engagement, cultural enrichment, artistic exploration and intellectual growth. ACE works closely with students, faculty, and staff from various academic departments and centers to coordinate programs for the Vanderbilt and Nashville communities with the goal of fostering and sustaining a culturally rich environment that provides participants with opportunities to understand and appreciate the value of art in their lives.

About Student Affairs at Vanderbilt:

Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

Key Functions and Expected Performance:

Student Organizations

• Advise the Vanderbilt Performing Arts Community (VPAC) executive committee, the Late-Night Programming group, Concert Choir, and VPAC performing arts groups to provide guidance on event planning, logistics and campus policies.
• Development and implementation of programs, including contract negotiation, logistics and collaboration with other departments, promotion, event management, assessment, and budget development and management.
• Meet with students to engage in meaningful conversations in an effort to build relationships that will allow the department to identify potential issues that students might be facing and other relevant feedback.
• Oversee the recruitment, selection, supervision, and development of the VPAC leadership team.
• Manage student organizations annual transition documentation.
• Assist the Assistant Director in the coordination and implementation of gallery installations, Sarratt Art Studios registration and other programs facilitated by the staff of ACE.
• Assist the Director in the coordination and implementation of large-scale programming inclusive of but not limited to Commodore Quake and Rites of Spring working with key stakeholders across campus such as Vanderbilt University Public Safety, Vanderbilt University Maintenance and Operations, and others.
• Assist students with the organization and planning of major student organization events to ensure the successful execution of events that support student experiences and adhere to university policies.
• Advise student organizations on goal setting as well as the development and implementation of organizational action plans that create more meaningful experiences for their members and leaders.
• Inform students of changes to student organization policies and procedures that enable them to manage their organization more effectively.
• Assist with maintaining student organization records and documents on Anchor Link to support organizational continuity.
• Implement post evaluation review and documentation.
• Utilize budgeting skills to support successful financial management and use of Oracle by student leaders and organizations.
  
  
  

Administrative

• Perform procurement duties for their areas including processing departmental purchases using the One Card. Ensure purchases and related reporting are processed timely and accurately in Oracle and in accordance with university Procurement policies.
• Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
• Establish and maintain strategic relationships with campus partners to support the ACE mission, programming, and goals.
• Refine, develop, assess, and report student learning outcomes for all key office programs and functions.
• Serve on divisional committees and working groups.
• Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse ‘Dores Day, etc.) to support colleagues and ensure these events run smoothly.
• Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
• Demonstrate a willingness to support colleagues across the division to encourage the implementation or fulfillment of divisional goals and strategic priorities.
• Support the director in the development and implementation of an assessment plan, office review, and annual reports for the office.
  
  
  

Supervisory Relationships:

This position does not have direct supervision duties of professional staff. This position supervises a non-employee affiliate within the Concert Choir organization and indirectly supervises a graduate assistant in the Arts & Campus Events office. This position reports administratively and functionally to the Assistant Director for Arts & Campus Events.

Education and Certifications:

• Bachelor’s Degree is required.
• Master’s Degree in Student Personnel, Student Development, Higher Education is strongly preferred.
  
  
  

Experience and Skills:

Specific Experience Or Skills That Are Necessary

• Experience in student programing and working with students, faculty, staff and community members.
• Strong interest in mentoring, advising and supervising staff and students.
• Strong organizational skills and self-motivation.
• Strong communication (oral and written) and public relations skills.
• Proven ability to handle multiple priorities while maintaining a high level of professionalism and attention to detail.
• Ability to work evening and weekend hours as needed.
  
  
  

Preferred Experience and Skills:

• Advising and budget management experience.
• Knowledge of student development and leadership theory.
• Knowledge of university administration operations and budget management.
• Excellent interpersonal and communications skills.
• Self-starter with an interest in public relations and marketing strategies.
• Ability to build relationships with other university departments and divisions.
• Involved in regional and national professional organizations.
  
  
  

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal-opportunity, affirmative action 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.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

About Us

Vanderbilt is a community of talented and diverse staff & faculty!

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 through:

• Working and growing together as a community of communities... we are One Vanderbilt.
• Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.
  
  
  

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 has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal-opportunity, affirmative action 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.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.