Administrative Coordinator

Vanderbilt University•Nashville, TN

13d•Onsite

About The Position

The Administrative Coordinator is a key individual contributor supporting the day-to-day administrative and operational activities of the Wond’ry, Vanderbilt University’s Center for Innovation and Design. The role is an initial point of contact for students, faculty, alumni, industry collaborators, local businesses, and other community members, and serves as a liaison with campus faculty, staff, and offices. The position requires strong customer service, communication, and relationship-building skills. As a front-facing representative, the coordinator supports external communications through tours, the website, newsletters, social media, and outreach activities, while coordinating office and 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 role is based in an in-person, student- and community-facing office. The Center’s general hours are 9:00 a.m. to 6:00 p.m.; occasional nights and weekend days may be needed. Hours and working arrangements have some flexibility during student breaks and the summer semester. The Wond’ry brings people and ideas together to explore possibilities, solve meaningful problems, and create positive impact. It serves students, faculty, and staff across the university through programs, resources, funding, mentorship, and hands-on experiences that support innovation, creative confidence, design and systems-thinking capabilities, and the development of new solutions. The position reports administratively and functionally to the Director of Operations and has no supervisory responsibilities. A bachelor’s degree from an accredited institution is required, along with one to three years of transferable experience, particularly in content creation or office management.

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 manage multiple tasks successfully.
Excellent interpersonal skills and the ability to interact with diverse 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 interest in expanding 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 assist wherever needed with a solutions-focused mindset.
Willingness to speak and engage with people.
Comfort with an in-person, student- and community-facing work environment and occasional evening or weekend work.

Nice To Haves

Experience writing and editing digital communications content, such as website, newsletter, and social media content.
Experience capturing and editing photographs for digital communications.
Basic graphic design experience.
Interest in professional development in content creation and digital communications.
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, phone, and shared-email inquiries and provide information about Wond’ry programs, resources, events, and opportunities.
Maintain knowledge of Wond’ry activities to 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 as needed.
Maintain clean, organized, and welcoming shared spaces, including the front desk, meeting rooms, and common areas.
Monitor, restock, and maintain inventory of office, breakroom, event, swag, computer, software, and other assigned equipment and materials; coordinate updates and reorders.
Accept, process, and distribute deliveries and mail.
Prepare spaces for daily use and special requests, including furniture arrangements and general upkeep.
Maintain the primary events calendar, reserve rooms, and update public calendar displays, flyers, and digital signage.
Plan and execute events, including reservations, space layout, catering, supplies, IT, and volunteer coordination.
Maintain records of visitors, tours, outreach, and engagement in Airtable and other designated systems.
Submit routine purchase requests and process assigned payments, reimbursements, purchase requisitions, and OneCard transactions through Oracle in accordance with university policies.
Maintain knowledge of university financial policies and procedures related to travel, procurement, and business expenses; support compliance and stewardship, and inform staff and Wond’ry leadership of relevant policy changes.
Serve as Guest Travel Coordinator to support guest travel as needed.
Produce the monthly Wond’ry newsletter, including writing and editing content, gathering staff contributions, selecting and organizing images and information, and managing recipient lists.
Update and maintain website content and ensure program, event, resource, and general information is accurate and timely.
Develop, draft, and schedule routine social media content promoting Wond’ry programs, events, resources, opportunities, activities, and community.
Capture photographs and other basic visual content for social media, the website, newsletters, presentations, and other communications.
Provide design support and create, edit, organize, and manage photographs, graphics, marketing materials, and other content.
Write, edit, format, and proofread routine communications for varied audiences and channels while maintaining a consistent, professional, engaging voice.
Maintain organized digital communications assets in Box Cloud, Vandy Visions, and other designated platforms.
Ensure communications and digital content follow university brand, accessibility, and communications standards.
Assist staff and faculty with program setup and coordination.
Support onboarding and offboarding of staff and students on technical platforms, including Slack and Airtable, as well as space, purchasing procedures, and operational knowledge sharing.
Maintain annual compliance of system usage, administrative platforms, and financial records.
Support operational and administrative aspects of corporate partnerships or professional development programs as time and interests permit.
Perform other duties as assigned.