VTS - Events Coordinator

Vanderbilt University

  • Nashville, TN
  • Permanent
  • Full-time
  • 8 days ago
Job Category: Temporary ServicesJob Description:About the Work Unit:The Jean and Alexander Heard Libraries at Vanderbilt University comprises nine libraries, as well as service departments in collections services, digital scholarship & scholarly communications, information technology and digital services, and teaching & learning. We seek to create a welcoming environment and serve as a partner in research and scholarship. The libraries are dynamic places for faculty, staff, students, and alumni to reflect and discover. We also strive to be a workplace in which staff at every level continuously grow in knowledge and skills, staying abreast of advances and trends in librarianship to power relevant, vibrant research libraries.The Jean and Alexander Heard Libraries are fundamental to the university's goal of advancing scholarship and learning. We collect, preserve and make accessible a wide variety of resources, we partner with faculty and students to shape research, and we encourage the development of informed scholars and engaged citizensKey Functions and Expected Performance:
  • Event Coordination: Assist with planning, setting up, and executing events such as staff meetings, awards ceremonies, seasonal gatherings, and partner receptions.
  • Coordinate with vendors, campus support services, and library departments to ensure all event logistics are confirmed.
  • Serve as on-site support during events, managing signage, materials, and last-minute needs.
  • Calendar & Communication: Maintain an up-to-date calendar of upcoming events.
  • Communicate clearly and professionally with library leadership, staff, and external partners.
  • Help manage RSVPs and update event platforms such as AnchorLink and Paperless Post.
  • Space & Supply Support: Assist in reserving and preparing event spaces.
  • Maintain event supplies and storage areas, restocking as needed.
  • Support room setup and breakdown with Facilities and AV when applicable.
Communications:
  • Internal: Frequent contact and complex communication with various departments, staff, and faculty members
  • External: Regular contact with vendors outside of Vanderbilt University
Student/Faculty/Patron: Frequent contact with students, faculty and library usersSupervisory Relationships:This position does not have supervisory responsibility, this position reports administratively and functionally to the Events Manager, University LibrariesExperience and Skills:
  • Experience supporting or coordinating events in a university or professional setting.
  • Strong attention to detail, time management, and organizational skills.
  • Professional communication skills and the ability to adapt quickly to changes.
  • Basic proficiency with Microsoft Office, Canva, and scheduling platforms.
  • Ability to assist during evening or weekend hours at events as needed.
  • Comfortable lifting up to 25 lbs and moving event materials.
About Us:At , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in , Tennessee, on a 330+ acre campus and dating back to 1873, Vanderbilt is proud to have been named as one of “America's Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

Vanderbilt University