Administrative Coordinator

Vanderbilt University • Nashville, TN

7d

About The Position

The Administrative Coordinator position provides comprehensive administrative
and operational support to the Curb Center and Vanderbilt University Museum of
Art (VUMA) in the College of Arts & Science. The primary responsibilities of the
position include program support, event management, and managing financial
processes. Reporting directly to the Program Manager, the position interacts
with many faculty, students, and staff across campus. The role requires sound
judgment and a thorough understanding of university policies and procedures.

Requirements

• Knowledge of university operations is preferred.
• Excellent interpersonal, written, and verbal communication skills.
• Exceptional organizational skills with attention to detail and accuracy.
• Strong analytical and problem-solving abilities.
• Skilled in planning, developing, and coordinating multiple projects simultaneously.
• Ability to work effectively both independently and as part of a team.
• Proficient in Microsoft Office (Word, Excel); Adobe Professional experience preferred.

Responsibilities

• Coordinates the financial processes for both Curb and VUMA.
• Ensure the most appropriate funding source for expenditures is being used based on the expense type and allowability (endowments, grants, gifts, and operating funds.)
• Determine the most effective way to allocate funds within a set budget.
• Provide financial insight and operational recommendations for both areas.
• Meet regularly with the Financial Unit Manager to review spending and balances.
• Work closely with central offices on purchasing contracts and agreements.
• Meet regularly with Directors on budgeting and purchasing to align resources with departmental priorities.
• Develop professional service agreements, honorariums, vendor relationships to support programmatic goals.
• Manage financial workflows including One Card transactions, reimbursements, and travel related expenses, ensuring efficiency and compliance.
• Manage the Curb Inquiry Grant Process.
• Develop policies and procedures for grant recipients.
• Create training opportunities for faculty, staff, and student awardees.
• Reconcile funds and ensure compliance.
• Develop and streamline financial and administrative processes for both programs.
• Event management for guest speakers, artist talks, and symposiums.
• Arrange scheduling and calendar systems, as needed.
• Arrange room reservations and use of facilities for both programs.
• Coordinate artwork loan agreements in collaboration with VUMA Director, artists, and OCG.
• Recruit, hire, and supervise student workers for Curb and VUMA.
• Anticipate challenges, develop solutions, and adapt processes to evolving program needs.
• Monitor institutional policy and technology changes, updating workflows and training to ensure compliance and efficiency.
• Additional duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level