Program Coordinator

Vanderbilt University•Nashville, TN

1d•Onsite

About The Position

The Wond’ry, Vanderbilt University’s Center for Innovation and Design, serves as a hub for creative problem-solving, human-centered design, prototyping, and new product development. We are seeking a highly organized and motivated Program Coordinator to support the operational coordination, administrative support, and execution of both new and established courses, programs, and events under the direction of the Center’s leadership. This position supports the planning, execution, and ongoing delivery of the IMPACT program (Innovation, Market Driven Productization, and Commercialization of Deep Technologies), serves as the administrative coordinator for the Center’s growing academic portfolio, and assists with other innovation activities and initiatives at the Wond’ry as time and interests permit. The Program Coordinator plays a central role in coordinating logistics, tracking student progress, and ensuring the smooth delivery of signature events that advance innovation and commercialization at Vanderbilt. This is an on-site position, working the Center’s hours from 9:00 AM–6:00 PM, Monday through Friday. There is some flexibility for hybrid work. About the Work Unit: The Wond’ry is the university’s center for innovation and design. We are an outwardly facing, customer service-oriented unit that serves the entire Vanderbilt community of faculty, staff, and students from all colleges and schools. We provide a variety of courses, programming, and resourcing opportunities to help our constituents express and test their ideas, to develop design and systems thinking skills and an innovation mindset, as well as facilitate interdisciplinary and immersive learning experiences. Because we assist with the development of innovations and collaborations across all disciplines, we look for dynamic, self-starting, curious individuals with a variety of background experiences who are interested in helping people along their innovation journey.

Requirements

Bachelor’s degree or equivalent combination of education and experience is necessary.
2+ years of experience in program coordination, event management, higher education, or related field is strongly preferred.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent communication and interpersonal skills, with a collaborative mindset.
Comfort with event logistics, including vendor coordination and day-of-event execution are strongly preferred.
Proficient in office software tools (e.g., Microsoft Excel, Word, PowerPoint, Airtable, Slack, Canva), and other software tools for communication, analysis, and office operations.
Willing to jump in wherever needed. Willing to speak and engage with people is necessary.
Positive, energetic, “can-do,” proactive entrepreneurial attitude with a passion for innovation, creativity, and student success is necessary.

Nice To Haves

Demonstrated experience and background in entrepreneurship, prototyping, technology, and/or human centered design are helpful.

Responsibilities

Support the Wond’ry’s academic portfolio and IMPACT program by executing and supporting cyclical activities, including the annual IMPACT application process, tabling events, informational sessions, and rotating speaker series.
Track and maintain records of student progress and promotion for the key academic and programmatic activities.
Assist in the development, implementation, and maintenance of a standardized tracking mechanism for student projects from ideation through implementation for the IMPACT program.
Use tracking tools and databases to support program operations, data integrity, and internal reporting for continuous improvement.
Track student participation in skills workshops, shop classes, and NSF I-Corps opportunities for the IMPACT program.
Maintain accurate records and documentation to support program reporting and assessment. Document Standard Operating Procedures.
Support student engagement by facilitating communication, scheduling, and milestone tracking.
Support the faculty hiring process for Wond’ry-sponsored courses, including scheduling meetings, following up on appointment letters, and other administrative duties identified.
Serve as a front-line administrative point person for students and mentors, triaging inquiries and conducting meetings as necessary.
Ensure timelines, calendars, and deliverables are up to date and communicated clearly.
Ensure a positive participant experience across programs and events.
Coordinate logistics for end-of-semester and summer project showcases.
Support and implement the planning of major innovation events, including the Invention Summit, the flagship event for IMPACT in the fall semester, and the Summer IMPACT Experience.
Coordinate and execute event operations, including invitations, catering, parking, nametags, registration, and run-of-show planning. Solicit and manage volunteers as applicable.
Propose and coordinate event space setup, rentals, and vendor coordination.
In conjunction with applicable partners, develop marketing and promotional materials to drive awareness and participation in the program.
Assist with canvassing and outreach efforts to attract attendees and participants.
Help identify, recruit, and coordinate mentors, speakers, and industry partners for events and student projects.
Support efforts to identify synergies with the Critical and Emerging Technology Summit, Convoy, and other innovation, deep technology, and early-stage entrepreneurial initiatives across campus and within the local and regional community.
Cultivate strong relationships with students, faculty, staff, and external stakeholders to support program growth. Provide high-quality, responsive support to students, mentors, and partners.
Serve as the first back-up to the Administrative Coordinator by covering the front desk, the Wond’ry’s central email inbox, and handling space reservation requests.
Triage walk-in inquiries as necessary. Provide tours to prospective families and guests of the Wond’ry as needed.
May serve as a procurement card holder or purchase requestor.
Support operational and administrative aspects of any of the following initiatives based on available time and personal interests: o Corporate partnerships o Professional development programs o K-12 and community outreach programs o Marketing and communications o Financial reports