Project Coordinator

Vanderbilt University; Nashville (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

Vanderbilt University’s Jean & Alexander Heard Libraries seeks a Project Coordinator to provide coordination and administrative support for student-facing and partner-engaged initiatives. The role includes program and event support for Teaching & Learning and liaison with campus partners, while managing financial processes across cross-library units.

Reporting to the Associate University Librarian for Teaching & Learning, the position interacts with faculty, students, staff, and community

Qualifications

• Bachelor’s Degree is required.
• 3-4 years experience in a relevant field.
• Strong organizational and communication skills; ability to engage diverse audiences.
• Experience with budgets and event planning preferred.

Responsibilities

• Provide program support to Teaching & Learning and library leadership.
• Collaborate on planning and execution of library programs and events.
• Oversee administrative and financial processes including procurements and travel for library units.
• Possibly supervise student employees and coordinate cross-library activities.

Skills

Organization skills

Written & verbal communication

Interpersonal skills

Multitasking / time management

Event planning

Project coordination

Education

Bachelor’s Degree

Project management certification (preferred)

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.

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

Program Support

• Provide 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 Support

• Support 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 Operations

• Oversees 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