Administrative Coordinator

Vanderbilt University•Nashville, TN

12d•Onsite

About The Position

The Administrative Coordinator works at the Wond’ry, Vanderbilt University’s Center for Innovation and Design, supporting its day-to-day administrative and operational activities. Reporting to the Director of Operations, this individual contributor is an initial point of contact for students, faculty, alumni, industry collaborators, local businesses, and other members of the innovation community. The role provides a welcoming guest experience and serves as an administrative liaison with campus faculty, staff, and offices. The position represents the Wond’ry in person and through tours, website content, newsletters, social media, and other outreach. It coordinates office and shared-space operations, inventory, events, routine procurement, meetings, and program support. The coordinator is expected to understand university policies and procedures and contribute ideas to improve workflows, communications, guest experience, and operational efficiency. The Wond’ry’s hours are generally 9:00 a.m. to 6:00 p.m.; occasional nights and weekend days may be needed. This is an in-person, student- and community-facing position. Hours and working arrangements have some flexibility during student breaks and the summer semester.

Requirements

Bachelor’s degree from an accredited institution of higher education.
One to three years of transferable experience, particularly in content creation or office management.
Demonstrated commitment to inclusivity, diversity, equity, and accessibility.
Strong organization and time-management skills, including the ability to handle multiple tasks successfully.
Excellent interpersonal skills and the ability to interact effectively with varied individuals and organizations.
Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, and engagingly to internal and external audiences.
Ability to learn and communicate information about a broad range of Wond’ry programs, resources, events, and opportunities.
Experience navigating university policies and procedures, and a desire to deepen that knowledge.
Proficiency with office software such as Microsoft Excel, Word, and PowerPoint, and comfort learning and using communications, digital-content, and office-operations software.
Flexibility with job expectations and schedule in an innovation-focused office.
Willingness to help wherever needed with a solutions-focused mindset.
Willingness to speak and engage with people.

Nice To Haves

Content creation experience, especially writing and editing for websites, newsletters, social media, or similar digital platforms.
Experience capturing and editing photographs for digital communications.
Basic graphic design experience.
Comfort with event logistics, including vendor coordination and day-of-event execution.

Responsibilities

Staff the front desk and provide a welcoming, professional experience for visitors.
Triage in-person, telephone, and shared-inbox inquiries and provide information about Wond’ry programs, resources, events, and opportunities.
Maintain working knowledge of Wond’ry activities and communicate information accurately to university and external audiences.
Lead tours for prospective students, partners, visitors, and other groups.
Represent the Wond’ry at student organization and other on- and off-campus events, and coordinate event calendars and volunteers when needed.
Maintain clean, organized, welcoming shared spaces, including the front desk, meeting rooms, and common areas.
Monitor, restock, and maintain records of office, breakroom, event, swag, computer, software, and other assigned equipment inventory; reorder supplies and coordinate updates as needed.
Receive, process, and distribute deliveries and mail.
Prepare spaces for daily use and special requests, including arranging furniture and handling general upkeep.
Maintain the Wond’ry events calendar, make room reservations, and update public calendar displays, flyers, and digital signage.
Plan and execute events, coordinating reservations, space layout, catering, supplies, IT, and volunteers as needed.
Maintain visitor, tour, outreach, and engagement records in Airtable and other designated systems.
Submit routine purchase requests and process payments, reimbursements, purchase requisitions, and OneCard transactions through Oracle in accordance with university policies.
Maintain knowledge of university financial policies and procedures concerning travel, procurement, and business expenses; support compliance and stewardship, and inform staff and leadership of relevant policy changes.
Coordinate guest travel as needed.
Produce the monthly newsletter, including writing and editing content, gathering staff contributions, selecting images and information, and managing recipient lists.
Update and maintain website content, ensuring information is accurate and timely.
Develop, draft, and schedule routine social media content promoting Wond’ry activities and community.
Capture photographs and other basic visual content for communications and documentation.
Create, edit, organize, and manage photographs, graphics, marketing materials, and other communications content.
Write, edit, format, and proofread routine communications for varied audiences and channels, maintaining a consistent, professional, engaging voice.
Organize digital communications assets on Box Cloud, Vandy Visions, and other designated platforms.
Ensure communications and digital content meet university brand, accessibility, and communications standards.
Assist staff and faculty with program setup and coordination.
Support staff and student onboarding and offboarding with technical platforms, space, purchasing procedures, and operational knowledge sharing.
Maintain annual system-use compliance, administrative platforms, and accurate financial records.
Support operational and administrative aspects of corporate partnerships or professional development programs, based on available time and personal interests.
Perform other duties as assigned.