Vanderbilt University Event Manager, Student Centers in Nashville, Tennessee

Event Manager, Student Centers (Job Number: 1801532)


About the Position:

This position serves as a liaison between all levels of University personnel and members of the Vanderbilt community and coordinates their use of Vanderbilt facilities. Consistent with the University’s commitment to diversity, equity and inclusion, this position ensures Vanderbilt facilities are welcoming spaces for all. This energetic, responsive, inclusive, and hands-on leader will have strong customer service and communication skills, excellent organizational and critical thinking capabilities and an ability to solve problems effectively and efficiently, ability to sell and market event spaces, as well as execute large scale events. This is a full-time non-exempt position.

Aboutthe Work Unit:

The Office of the Dean of Students serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service by fostering academic and social networks through which students develop as intentional learners and global citizens. The Office of the Dean of Students creates opportunities to involve students, faculty and staff in diverse learning communities and provides a critical support structure for enriching the overall student experience. We achieve these ends through strategic alignment, both internally and in concert with other university departments.

About Vanderbilt University:

Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review at among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

Vanderbilt Chancellor Nick Zeppos and Dean of Students Mark Bandas have identified diversity, equity, inclusion, and mental health as top priorities for the institution and by extension the offices of the Dean of Students. Candidates must be able to articulate and demonstrate excellence and continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

Duties and Responsibilities

Event Management

  • Schedule work priorities in accordance with program/event goals, objectives, and deadlines

  • Resolve problems and answer inquiries concerning an event

  • Oversee events to ensure their success and compliance with Student Centers and University Risk Management regulations

  • Write specifications and negotiate contracts for services needed for events

  • Accurately process invoices for room usage and other charges incurred during events

  • Set-up and test basic AV equipment for events

  • Coordinate scheduling and registration details for events (meetings, banquets, conferences, receptions, seminars, wedding ceremonies and receptions etc.) such as letter composition, file maintenance, mailing, pre event meetings

  • Manage box office and tickets sales for University events

  • Prepare work order requests as needed for events

  • Provide data, records, and debriefing for each event

  • Manage all aspects of large scale, multi-faceted events in the Student Centers, including, but not limited to, logistics, staffing needs, housekeeping requests, accessibility needs, plant operations requests, outside rentals, security, and invoices

  • Make budget recommendations for equipment and other purchases related to events

Staff Development

  • Supervise student staff to assist in Sarratt | Rand operations, including box office sales and general campus information

  • Recruit, hire and train student staff on topics such as customer service, accessibility, equity and inclusion

  • Direct and supervise student staff for events and scheduled shifts

  • Create and follow up on daily work assignments

  • Assist in student discipline and incentive program

  • Effectively train other coordinators and support staff on policies and procedures

Marketing & Communications

  • Must have understanding of marketing and communication best practices

  • Work as part of the Marketing Programs team to schedule, create and launch activities promoting events

  • Work with the Office of Conferences to execute our initiative to grow the Meet at Vanderbilt client business

  • Create and implement a marketing/sales plan that promotes use of Vanderbilt facilities and increases revenue

Operations Management

  • Inspect and maintain Sarratt | Rand facility’s premises (outside and inside) on a daily basis

  • Keep adequate inventory of supplies and equipment

  • Ability to open and secure facilities

  • Read daily operations reports and implement prescribed setups for daily events

  • Submit required reports on or before deadlines

  • Knowledge of and experience in providing excellent customer service

  • Initiate contact with key stakeholders (i.e. catering, decorators, VUPD, traffic and parking) to ensure customer satisfaction

  • Greet visitors and dispense information efficiently and effectively

Policies & Procedures

  • Work as part ofa team to update all policies, procedures, and emergency preparedness efforts for all student centers

  • Liaison with campus partners to ensure policies, procedures, and emergency preparedness efforts are in compliance with University standards

  • Ensure Sarratt Student Center’s Box Office and Information Desk student staff are in compliance with departmental, state, and federal policies and procedures

  • Utilize excellent customer service skills to connect with and serve Vanderbilt’s diverse community

  • Network to know key stakeholders and building associates by name

  • Ensure outstanding facility cleanliness, accessibility, and event services

  • Attend meetings as required

  • Flexible schedule based on events (nights and weekend work required)

  • Other duties as assigned to advance the mission of Student Centers, Dean of Students and Vanderbilt University

Profile of an Ideal Candidate

  • a Bachelor’s degree is required

  • Two years of related experience is required

  • Proven customer service and event management experience is required

  • Proven ability to prioritize and multi-task is required

  • Excellent interpersonal skills connecting with diverse stakeholders is required

  • Proven ability to work independently and in teams is required

  • Experience with basic AV needs and technology is required

  • Proven ability in establishing and maintaining relationships with clients and vendors is required

  • Awareness of event and conference trends is required

  • Ability to sell event spaces is required

  • Proven ability to manage large-scale, multi-faceted events and/or conferences is required

  • Master’s degree in Hospitality Management, Higher Education, Student Affairs, or related field is preferred

  • Proven ability to manage diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred

  • Experience with the following programs: Microsoft office suite, Event Management System (EMS), room diagramming software, WordPress is preferred

  • Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds, identities, and experiences is preferred

  • Familiarity in creating, maintaining, and communicating policies and procedures s preferred

  • Experience working in a University setting is preferred

Job requires Bachelors and 2 years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 30312 - Reservations and Events

Job: Institutional Affairs Professionals

Vanderbilt University is committed to principles of equal opportunity and affirmative action