Project Coordinator

Vanderbilt; Nashville (TN); On-site; USD 42,000 - 66,000; Full time

Job summary

Vanderbilt University’s Jean & Alexander Heard Libraries seek a Project Coordinator to support Teaching & Learning and other library programs. You will liaise with campus partners, manage events, and handle cross-library financial processes with adherence to university policies.

The role emphasizes sound judgment, innovative thinking, and strong communication across diverse audiences, including students, faculty, staff, and community partners.

Qualifications

• Bachelor's Degree is required.
• 3-4 years experience in a relevant field is required.
• Evidence of strong organizational skills and written/verbal communication is highly preferred.
• Experience working with budgets and event planning is preferred.

Responsibilities

• Provide project support for Teaching & Learning and library leadership, including program coordination.
• Assist with library outreach and programming, including event planning and travel related to campus partners.
• Oversee administrative and financial support functions, including OneCard transactions and vendor payments.

Skills

Project coordination

Budgeting

Communication

Organizational skills

Education

Bachelor's Degree

Tools

Budgeting software

Job description

Position Summary

The Project Coordinator provides coordination and administrative support across a range of student-facing and partner-engaged initiatives in the Jean & Alexander Heard Libraries. The primary responsibilities of the position include program and event support for the Teaching & Learning department and other library departments as needed, liaising with campus partners, and managing financial processes for cross-library units and campus libraries. Reporting to the Associate University Librarian for Teaching & Learning, the position interacts with many faculty, students, and staff across campus, as well as community partners. The role requires sound judgment, innovative thinking, and a thorough understanding of university policies and procedures.

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 citizens.

Key Functions and Expected Performance

• ProgramSupportProvide project support to the AUL for Teaching & Learning and the library leadership team as assigned.Administratively manage the Buchanan Library Fellowship program, and other library fellowships, through student recruitment and onboarding and overall program support.Prepare reports on departmental projects and programs as requested.Anticipate challenges, develop solutions, and adapt processes to evolving program needs.
• Administrative & Event SupportSupport library outreach and programming through ongoing communications and engagement with campus and non-campus partners throughout the academic year.Collaborate with the library Events Coordinator in planning, coordination and execution of programs and initiatives, particularly in the Central & Divinity library spaces.Assist with event management for guest speakers, symposiums, and travel related to campus partner programming, including with the Bandy Center and the McGee Center for Narrative Analysis.Anticipate challenges, develop solutions, and adapt processes to evolving program needs.
• Financial OperationsOversees administrative and financial support functions, including authorized credit card (OneCard) transactions, procurement requests, vendor payments, and travel coordination for visiting guests; working closely with the Libraries' Administrative Officers to ensure efficient workflow processing and compliance with university policies and procedures.Serve as point person for triaging and managing supply orders across the libraries.Monitor institutional policy and technology changes, updating workflows and training to ensure compliance and efficiency.Additional duties as assigned.

Supervisory Relationships

This position may have supervisory responsibilities for student employees. This position reports to the Associate University Librarian for Teaching & Learning.

Education and Certifications

Bachelor's Degree is required.Additional degree and/or certification in project management is preferred.

Experience and Skills

3-4 years experience in a relevant field is required.Evidence of strong organizational skills is highly preferred.Documented excellent written and verbal communication skills to effectively engage with diverse audiences is highly preferred.Evidence of strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community is highly preferred.Demonstrated ability to manage multiple projects and deadlines is highly preferred.Experience working with budgets is preferred.Experience in event planning is preferred.

ABOUT US

At Vanderbilt University , 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 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. 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.