Posted: Jun 5, 2024
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Senior Events Coordinator

Full-time
Application Deadline: N/A

The Prenatal-to-3 Policy Impact Center aims to be the go-to resource for actionable evidence for state policy leaders as they develop and implement the most effective policies that ensure children get off to a strong start and thrive. We seek an energetic and experienced person to manage and oversee all needs related to internal and external meetings, special events, and conferences of varied sizes for the Policy Impact Center. 

General Notes: 

This position reports to the Managing Director of Strategy and Partnerships. Applicants from underrepresented groups are encouraged to apply. We are committed to building an inclusive and diverse environment to continue to build a strong and equitable prenatal-to-3 system of care. This position is in Nashville, TN, but hybrid remote-work opportunities are available. 

Per year, this position is responsible for event management for about 5-10 webinars (virtual), about 3 larger events/conferences, and other events as needed. This position requires domestic travel about 5 times per year and event management responsibilities may overlap. 

 

Duties and Responsibilities

Event coordination duties and responsibilities: 

  • Lead the organization, coordination, and execution of Policy Impact Center webinars, and virtual and in-person events 
  • Manage and oversee all event logistics including venue coordination, catering, entertainment, lodging, attendee registration, staffing, technology, on-site materials, and other related needs, with support from the Administrative Coordinator  
  • Lead coordination with speakers and participants for all events, including communications, and work in collaboration with the Administrative Coordinator for travel arrangements, required paperwork, honorariums, reimbursements, and invoices 
  • Manage the tracking and coordination of all external presentations 
  • Manage both the internal and external events calendar 
  • Keep all event logistics on track with detailed event planning timelines.  
  • Establish and maintain relationships with vendors and venues in Nashville, and in other cities and states across the country  
  • Troubleshoot logistics challenges in timely and professional manner. Serve as on-site lead for all external events and meetings 
  • Coordinate with university departments (contracts, purchasing, accounting, etc.) and comply with university requirements. Maintain budgets, expenses, and travel reimbursements, working collaboratively with the Operations Manager 
  • Manage and oversee promotional merchandise orders with university preferred vendors for events and Policy Impact Center staff, including onboarding, name tags, and event swag 
  • Maintain and organize related records including planning documents, contracts, and invoices 
  • Create and analyze responses to post-event surveys for continuous improvement efforts 
  • Work in partnership with the Outreach and Engagement team to maximize attendance through marketing efforts 
  • Professionally represent organization in all written and verbal communications with external partners, participants, and vendors 
  • Demonstrates a commitment to the Policy Impact Center mission in all work produced 

 

Supervisory Relationships: 

This position does not have supervisory responsibility. 

 

Qualifications

Required/Essential qualifications: 

  • Bachelor's degree and three years of related experience is required; four years of experience is preferred; Additional related experience may substitute for required education 
  • Excellent project management and organizational skills with strong attention to detail 
  • Excellent customer service and verbal and written communication skills 
  • Ability to manage multiple and often simultaneous, equally important large events 
  • Ability to multi-task effectively and produce high-quality work under time constraints 
  • Flexible and able to adapt to changing timelines and circumstances when needed 
  • Experience using event platforms for registration and communications (e.g. Eventbrite) 
  • Ability to learn university purchasing and financial systems and procedures 
  • Experience with Microsoft Word and Excel for production of event materials (e.g. mail merge, event budgets) 
  • Exceptional interpersonal skills and an ability to work collaboratively and effectively with others in a team environment  
  • Experience communicating with senior-level professionals 
  • Demonstrated understanding and support for key concepts in diversity, equity, and inclusion 
  • Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment 

 

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are.  We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. 

Vanderbilt University is an equal opportunity, affirmative action 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. 

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.