Project and Event Coordinator: Prenatal-to-3 Policy Impact Center

Vanderbilt; Nashville (TN); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Vanderbilt University in Nashville seeks a highly organized project and event coordinator to support the state relations team. You will manage logistics for webinars and in-person events, coordinate timelines, and act as on-site lead for meetings.

Responsibilities include vendor coordination, run-of-show development, coordinating panels, scheduling, and post-event surveys. Strong communication and MS Office proficiency required; experience with Zoom Webinar and HubSpot a plus.

Qualifications

• Experience managing logistics for multiple events (virtual and in-person).
• Strong project management and organizational skills with meticulous attention to detail.
• Ability to multi-task under tight deadlines and work independently or with teams.

Responsibilities

• Coordinate webinar and event planning, including timelines and materials.
• Provide virtual and on-site support, run of show for events, and on-site lead for in-person events.
• Coordinate panelists, tech rehearsals, attendees, printing, shipping as needed.
• Communicate with external partners, collect timelines, and manage site planning and logistics.
• Handle budget tracking, vendor coordination, and post-event surveys.

Skills

Event logistics

Project management

Communication skills

Multi-tasking under deadlines

Travel readiness

Education

High school diploma or equivalent

5+ years administrative experience

Tools

Zoom Webinar

HubSpot

Microsoft Outlook

Microsoft Excel

Job description

Job Description Summary

The Prenatal-to-3 Policy Impact Center aims to accelerate states' equitable implementation of evidence-based policies that help all children thrive from the start. The Center's policy team includes three distinct, but closely-connected functions related to the Center's state-level policy expertise, analysis, and support for states: policy research, state policy, and state relations. The policy team's state relations team shapes policy action through strategic engagement and relationship building with state leaders and national partners. We are seeking a highly organized, detail-oriented project and event coordinator to support the overall work of the state relations team and collaborate across teams and the Center to manage external presentations and coordinate Center-hosted events. Candidates should have experience seamlessly managing the logistics of concurrent events.

General Notes

This position reports functionally and administratively to the State Relations Manager.

Visa sponsorship is unavailable for this position.

Candidates must be local to the Nashville area.

This position is eligible for a hybrid work schedule that includes both remote and in-office work.

This position is a 12-month term appointment beginning upon date of hire.

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.

Primary Responsibilities

Project and event coordination:Support Policy Impact Center-hosted webinar and event/meeting planning, including: Keeping all event logistics including date, time, location, audience, content, and need for/management of printed materials on track with detailed event planning timelines and checklistsProviding virtual and on-site support including supporting the creation and execution of the run of show for both virtual and in-person events; serving as on-site lead for all in-person events and meetings; coordinating panelists and tech rehearsals for virtual events; serving as point of contact for attendees at virtual events; coordinating printing and shipping of materials as needed)Serve as point of contact through clear, responsive, and professional communication with external partners requesting presentations, collecting necessary details and timelines to share with Center staff Share informed recommendations to Center staff for site planning and logistics including event location and space needs, and coordinating catering selections, materials, printing, technology and AV, and décor, and other related needs Communicate and coordinate across the Center's teams to manage event details including with the operations teams on budget, contracting, and logistics, and the communications team for event promotion and production and other teams as required for agenda and content developmentManage tracking and internal coordination of Center staff's external presentations Support post-event follow-up and surveys to collect information for continuous improvement effortsTroubleshoot logistics challenges in timely and professional manner.Provide exemplary customer service, including with external partners and event attendees.Perform clerical tasks, including writing, editing, and formatting documents and other communications; data entry and retrieval; scheduling and task management; printing event materialsDemonstrate ownership for event timelines, tracking, and all work products and processesPerform other related functions as assigned

Supervisory Relationships

This position does not have supervisory responsibility.

Required/Essential Qualifications

• Previous experience managing the logistics of virtual and in-person events, including coordinating multiple events simultaneously while keeping detailed records and timelines organized
• Excellent project management and organizational skills with meticulous attention to detail
• Ability to multi-task effectively, including coordinating concurrent events and produce high-quality work under time constraints
• Competency working under deadline pressure and adapting to changes in workload or timelines.
• Excellent interpersonal skills, customer service, and verbal and written communication skills, including experience communicating with senior-level professionals.
• Experience working independently and collaboratively as circumstances dictate
• Creative thinking and problem-solving skills.
• Experience using virtual event and CRM platforms (e.g., Zoom Webinar and Hubspot) for registration, communications, and event execution
• Proficiency in Microsoft Office products including Microsoft Outlook, experience with Microsoft Excel for production of event materials (e.g., mail merge), and an ability to learn new procedures and applications
• Demonstrated understanding and support for key concepts in diversity, equity, and inclusion; and commitment to valuing diversity and contributing to an inclusive working and learning environment
• Ability to travel by air approximately three times per year, generally for one to four nights.
• Must be located in the Nashville area and able to come into the office or event sites in the metro area as needed
• High school diploma or its equivalent, plus five years of progressively more complex administrative experience

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.

About Us

Located in Nashville, Tennessee, on a 330+ acre campus and arboretum 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.

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.

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.