Executive Coordinator

Nashville, TN

To be considered for this position, a cover letter and resume is required with your application submission. 


The Executive Coordinator supports both the Vice-Chancellor and Chief of Staff for the Division of Government and Community Relations and provides administrative and organizational support for the division. This includes office management for the office of the Vice-Chancellor and administrative and project assistance to the Vice-Chancellor and Chief of Staff. Communication is a major component of the position, both internal and external to the organization. Work requires interacting with faculty, senior/executive management, staff, parents, donors, board members, government officials, and the public. The coordinator is a direct report to the Vice-Chancellor for Government and Community Relations with direct supervision by the Chief of Staff. There is an opportunity for occasional remote work.


The Division of Government and Community Relations is responsible for the university’s advocacy work with all branches of government and for leading community initiatives and fostering and supporting community engagement. The division serves as the institution-wide hub for public policy and community initiatives by developing unique relationships with and communicating to Vanderbilt’s vast array of external and internal constituencies. It is GCR’s role to inform and educate officials and community leaders on Vanderbilt initiatives and assure the maintenance of good relationships at the local, state, and federal levels as well as to activate the Vanderbilt community to engage policy officials. We are an advocate, we facilitate, and we help fund community organizations that align with Vanderbilt's mission.

 

Duties and Responsibilities

Executive Support

  • Working with the Chief of Staff, prepare agendas and detailed briefing materials for meetings
  • Review documents requiring the Vice Chancellor’s signature
  • Maintain contracts and important files for the Vice-Chancellor
  • Draft correspondence for the Vice-Chancellor and Chief of Staff
  • Coordinate and track GCR/VC Board of Trust requirements, engagement, and meeting schedule
  • Calendar support for the Vice-Chancellor and Chief of Staff
  • Responsible for travel arrangements for the Vice-Chancellor and Chief of Staff
  • Responsible for expense reports for the Vice-Chancellor and Chief of Staff

 

Office and Financial Management

  • Work closely with the business unit manager to monitor the Vice Chancellor’s budget and review monthly forecast trends to make appropriate adjustments to spending
  • Serve as the procurement requestor of goods and services for the Office of the Vice-Chancellor, including managing non-profit contributions
  • Responsible for a Vanderbilt One Card that will be used for day-to-day office expenses
  • Oversee and maintain office space and supply levels

 

Systems Coordinator

  • Work with the Chief of Staff to implement and maintain division-wide practices and policies for file management (Box, OneDrive, SharePoint, etc.) as well as project and relationship management tools (Trello, Salesforce, etc.)
  • Make regular CRM (Salesforce) updates and pull reports

 

Project Coordinator

Working with the Chief of Staff, provide divisional project management and support as needed

  • Prepare presentation materials as needed, update web and other communications platforms and materials
  • Event management for both internal and external meetings and events (3-4 receptions/breakfast-type events annually, divisional meetings, retreats, etc.), including securing meeting locations, arranging all logistics, and communicating critical event details to attendees


Supervisory Relationships:

This position may supervise student workers in the office of the Vice-Chancellor. This position reports administratively and functionally to the Vice-Chancellor for Government and Community Relations with direct supervision by the Chief of Staff


Supervisory Relationships:

This position may supervise student workers in the office of the Vice-Chancellor. This position reports administratively and functionally to the Vice-Chancellor for Government and Community Relations with direct supervision by the Chief of Staff


Education and Certifications:

  • A Bachelor’s degree from an accredited institution of higher education is necessary.


Qualifications:

  • At least five years of related experience is necessary.
  • Excellent verbal and written communication skills are necessary.
  • Meticulous attention to detail and organization is necessary.
  • Thorough working knowledge of the Microsoft Office suite of products is necessary.
  • Experience with Salesforce is preferred
  • Experience with Trello or similar project management platforms is preferred
  • Comfortable with various technology platforms to develop electronic and print communications, presentations, and basic info graphics (WordPress, Canva, LucidPress, etc.) is preferred.
  • Professional attitude and considerable tact, persuasion, and judgment in interactions with internal and external constituents is necessary.
  • Excellent written, organizational, research, and multitasking abilities are necessary.
  • Clear and concise communication skills are necessary.
  • Ability to maintain vibrant interpersonal connections is necessary
  • Strong proofreading and editing skills with precise attention to detail are necessary.
  • Demonstrated ability to work in a team setting is necessary.
  • Willingness to rapidly learn new skills when the situation demands it is necessary.
  • Ability to take initiative, multi-task, and work well under pressure is necessary.
  • Resourceful and resilient is necessary.
  • Comfortable operating in a challenging business environment is necessary.
  • Honest, with the highest personal and professional integrity is necessary.
  • Excellent customer service skills are necessary.
  • Determination and drive for perfection in work representing the University are necessary.
  • Ability to effectively research information is necessary.
  • Comfort with new technological systems and upgrades as they arise is necessary.
  • Independent decision-making skill is necessary
  • Critical thinking skills are necessary.
  • Ability to handle highly confidential information is necessary.
  • Ability to steadily manage urgent tasks is necessary.
  • Three to five years of previous experience providing executive support at the Director level and above level is strongly preferred.

 

Commitment to Equity, Diversity, and InclusionAt 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. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.

 

Please note, that 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.

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