Administrative Coordinator, Electrical and Computer Engineering

Vanderbilt University•Nashville, TN

About The Position

The Administrative Coordinator provides comprehensive administrative and operational support for the Department of Electrical and Computer Engineering (ECE), with primary responsibility for management of the ECE Seminar Series, managing departmental events, and acting as the Procurement manager of the department. This position plays a critical role in ensuring the smooth execution of academic programming, faculty and student engagement activities, and daily departmental operations. The Administrative Coordinator works closely with faculty, staff, students, and external partners and exercises sound judgment, organizational skills, and attention to detail in a fast-paced academic environment. Electrical and Computer Engineering is primarily responsible for the information technology revolution that society is experiencing. The development of large-scale integrated circuits has led to the development of computers and networks of ever-increasing capabilities. Computers greatly influence the methods used by engineers for designing and problem solving.

Requirements

Bachelor’s degree is required; however, we will accept experience in lieu of a degree.
Experience in administrative coordination, event planning, or office management
Strong organizational and time-management skills with the ability to manage multiple priorities
Excellent written and verbal communication skills
Ability to supervise vendors, students, and temporary event staff
Proficiency with standard office software and enterprise systems

Nice To Haves

Experience in higher education or research-intensive academic environments
Familiarity with university procurement and financial systems
Experience coordinating academic seminars, conferences, or large-scale events

Responsibilities

Pull together resources and supervise all individuals involved in events, including vendors, signage, name tags, tables and chairs, décor, and catering
Schedule meetings and presentations, including room reservations and coordination of audiovisual and technical support
Organize interviews, workshops, seminars, conferences, and symposiums held on and off campus
Work closely with departments across Vanderbilt University and with external partners to set up conferences, workshops, and seminars for ECE faculty
Coordinate guest travel for students, faculty, and visitors, including lodging, transportation, parking, and itineraries
Provide assistance with departmental events, including coordination of visitors, meetings, workshops, and food
Develop and maintain relationships with hotels, restaurants, and other vendors
Support faculty seminars, including senior, invited, special, and endowed seminars
Serve as VECAP Events Committee Chair and support Conference Committee activities
Manage departmental listservs for faculty, postdoctoral scholars, students, and staff
Coordinate all ECE events, including Friends and Family Day, ECE Day, and other signature departmental events
Attend all committee and staff meetings related to departmental events
Determine décor, food, and signage for each event
Handle all event registrations and attendee communications
Coordinate speaker travel, parking, and logistics and assist with reimbursement processing
Attend events to oversee setup and breakdown
Reserve all event space on and off campus, including parking accommodations
Serve as the primary point of contact for event-related questions via phone, email, and in person
Coordinate EAB meetings and related logistics
Supervise and coordinate students assisting with events, including students supporting events in exchange for attendance
Manage departmental purchasing activities in accordance with university policies and procedures
Initiate and track purchase requests and requisitions
Coordinate with vendors and manage invoices and payments
Reconcile procurement card transactions and expense reports
Maintain accurate purchasing and expense records
Support basic budget tracking related to seminars, conferences, and events
Provide general administrative support to faculty, staff, and students
Prepare correspondence, reports, and event-related documentation
Maintain departmental records and calendars
Respond to inquiries and coordinate across departmental units