Program Coordinator, Arts & Campus Events

Position Summary:

The Program Coordinator for Arts & Campus Events (ACE) in Student Affairs at Vanderbilt 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. If interested pleae apply via the Vanderbilt Human Resource website.

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.

Application link: https://ecsr.fa.us2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/10005854/share/300002871784281?utm_medium=jobshare&utm_source=Internal&fbclid=IwZXh0bgNhZW0CMTEAAR1wrHLoKc0u3m79xcT3Fd7qdmsCd0syyL8zGu97S717Nieq_wiruQyGeMA_aem_ssyk8I3_keHZnorlKK9j-g