Coordinator, Operations & Events
for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Use - for any list of duties/requirements/benefits, and
for prose. Do NOT repeat the job title as a heading. Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. Preserve ALL substantive information; do NOT invent or summarize away detail. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. Include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text (e.g. "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. Prefer a few substantive sections over many thin ones.
We need to parse the posting and decide which sections to include.
The posting includes:
- Position Summary (description)
- Key Functions And Expected Performance (with sub-sections: Event Coordination, Operations Management, Student Organization Support, Staff Development, Institutional, Divisional, and Department Administration, Supervisory Relationships)
- Education And Certifications
- Experience And Skills
- About The Department
- About Student Affairs At Vanderbilt
We need to map to allowed headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule.
We can combine sections: "About the role" could be the Position Summary. "Responsibilities" could be Key Functions And Expected Performance. "Requirements" could be Education And Certifications + Experience And Skills? Or we could separate "Qualifications" and "Skills". The instructions: Use headings for those categories if content exists. We should not create sections that are empty or placeholder.
We have no explicit Benefits, Pay, Schedule mentioned in posting. There's mention of "Flexible schedule based on events (nights and weekend work required)" under Event Coordination. That's schedule info. So we can include a Schedule section with that detail. There's no explicit Pay or Benefits. So we should not create those sections.
We need to preserve all substantive information. So we need to include all details from the posting, organized under appropriate headings.
We need to use
- for any list of duties/requirements/benefits. So for responsibilities we can list bullet points. For requirements (education, experience) we can list bullet points. For skills maybe bullet list.
We need to avoid duplication. Also need to remove boilerplate like EEO etc. There's none.
We need to output only HTML fragment, no /, no markdown fences.
Let's craft:
About the role
... position summary ...
Responsibilities
- Event Coordination: Oversee and coordinate all aspects of events in the Student Centers including logistics, A/V, staffing needs, housekeeping requests, accessibility needs, plant operations requests, outside rentals, security, and invoices to assure success and compliance with Student Centers and University Risk Management regulations. Works with clients to plan and execute their events (banquets, receptions, conferences, lectures, meetings, concerts, theatrical shows, etc.). Creates quotes and invoices for events. Uses Event Management System (EMS) to track reservations within Student Centers spaces. Collaborates with others in the department to prioritize facility improvements that best support successful events and client experiences. Be proactive in resolving problems, troubleshooting, and answering inquiries to ensure successful events.
- Operations Management: Inspect and maintain the Student Centers facilities on a daily basis, including keeping inventory of supplies and equipment, submitting work orders and reports, assisting with renovation projects and building recommendations to improve operations in our facilities. Provide excellent customer service and information efficiently and effectively for visitors, clients, and building associates in order to create a safe, inclusive and welcoming environment. Establish and maintain relationships with key stakeholders (i.e. catering, vendors, VUPD, Traffic & Parking, building associates, etc.) in order to build successful events and building operations.
- Student Organization Support: Assist student organizations in facilitating and planning successful events and programs that support and celebrate student experiences and adhere to University policies. May serve as an advisor for student organizations, assisting with goal-setting, attending student organization executive board meetings and providing support for student leaders. Support student organization initiatives with regards to advocacy, inclusivity and diversity education to improve the experience for all members. Inform students of changes to student organization policies and procedures that enable them to more effectively manage their organization. Utilize budgeting skills to support successful financial management and use of Oracle by student leaders and organizations.
- Staff Development: Recruit, hire, train, schedule, and supervise student staff to assist in Student Centers operations, including event management and event setups. Provide excellent hospitality and event services to customers and clients utilizing the event spaces. Effectively train other coordinators and support staff on policies and procedures to create successful team relationships and event management.
- Institutional, Divisional, and Department Administration: Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees, task forces, and working groups. Actively participate in key divisional initiatives and events, including Move-In Day and all-division meetings and gatherings. Maintain a working knowledge of relevant university policies, procedures, and systems—such as those related to travel, procurement, expense, and time reporting—to ensure effective, compliant, and responsible operations. Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.
- Supervisory Relationships: This position does not have supervisory responsibility in managing professional staff members, however they will be responsible for supervising a team of student staff. This position reports administratively and functionally to the Senior Coordinator of Operations and Events.
Requirements
- Education: A Bachelor’s degree is required. Master’s degree in Higher Education, Student Affairs, Hospitality Management, or related field is preferred.
- Experience: Ability to exercise discretion and independent judgement required. Two years of related experience is preferred. Proven customer service and event management experience is preferred. Experience managing, supervising or training student staff or similar preferred. Experience working with or advising student leaders and student organizations within a university setting preferred. Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds, identities, and experiences is preferred. Proven ability to manage diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred.
We could also have a Skills section, but the experience list includes skills. Could separate Skills: maybe "Proven customer service and event management experience", etc. But we can keep under Requirements.
We also need Schedule section: we have "Flexible schedule based on events (nights and weekend work required)" under Event Coordination. We'll extract that.
Schedule
Flexible schedule based on events; nights and weekend work required.
We should not create Benefits or Pay sections.
We also need About the Department and About Student Affairs. Could be part of About the role? Or maybe we could add a section "About the Department" but not in allowed headings. The allowed headings are limited to those eight. So we must fit that content somewhere. Perhaps we can include under About the role (as additional prose) or under Responsibilities? The instruction: "Use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." It says e.g., implying those are examples but we should use those headings. It doesn't say we cannot use other headings, but likely we should stick to those. However we need to preserve ALL substantive information. So we need to include the department and student affairs info somewhere. We could add a paragraph under About the role after the summary, describing the department and Student Affairs. That would preserve it.
Thus About the role section will contain the Position Summary plus description of department and Student Affairs.
Let's craft About the role:
The Coordinator of Operations and Events is part of the Student Centers department within Student Affairs at Vanderbilt University and is a key individual contributor responsible for managing and executing events in facilities across campus for members of the Vanderbilt and Nashville community. This position also manages student staff that work within student centers spaces and directly supports student organizations. This position requires an energetic, responsive, inclusive, and hands-on leader who has strong customer service and communication skills, excellent organizational and critical thinking capabilities, and an ability to solve problems effectively and efficiently. Reporting directly to the Senior Coordinator, the Operations and Events Coordinator has the ability to engage with student leaders and student organizations, sell and market event spaces to all stakeholders and execute large-scale events. The Coordinator of Operations and Events will manage daily operations in multiple Student Center facilities to support student engagement opportunities. This includes formal and informal engagement for our student organizations, including providing space for and supporting meetings, performances and any other engagement opportunities for our students. In addition, this position will support meetings and events for faculty, staff and community members, including, but not limited to banquets, conferences, and receptions. They will supervise student staff who operate the Student Centers information desks and set-ups while providing outstanding hospitality and customer service to visitors and guests.
The Student Centers Office supports student engagement and leadership by managing facilities, events, event spaces as well as supporting student leaders through our role as student organization coaches. Our team includes operations and events coordinators, audio/visual technicians, facilities managers and student staff. We work as a team to support student engagement and help facilitate successful events for student organizations, campus departments, outside clients and guests in our facilities. The events we manage range from small meetings to large-scale events including weddings, conferences and student performances.
At Vanderbilt Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
That covers all.
Now we need to ensure we didn't miss any substantive info: The "Key Functions And Expected Performance" sub-sections we turned into bullet list items. Did we miss any details? Let's verify each bullet.
Event Coordination bullet: we included all sentences from that paragraph. Good.
Operations Management bullet: included all sentences.
Student Organization Support bullet: included all sentences.
Staff Development bullet: included all sentences.
Institutional, Divisional, and Department Administration bullet: included all sentences.
Supervisory Relationships bullet: included.
Education And Certifications: we captured Bachelor's required, Master's preferred.
Experience And Skills: we captured all bullet points.
We also need to include "Ability to exercise discretion and independent judgement required." That's in Experience And Skills; we included as first bullet.
We also need to include "Proven customer service and event management experience is preferred." included.
"Experience managing, supervising or training student staff or similar preferred." included.
"Experience working with or advising student leaders and student organizations within a university setting preferred." included.
"Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds, identities, and experiences is preferred." included.
"Proven ability to manage diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred." included.
Also "Two years of related experience is preferred." included.
Now schedule: we extracted "Flexible schedule based on events (nights and weekend work required)" from Event Coordination bullet. We placed in Schedule section.
We should ensure we didn't duplicate that sentence elsewhere; it's okay if it's also in responsibilities bullet? We removed it from responsibilities bullet? Actually we kept it in the Event Coordination bullet? Let's check
for prose. Do NOT repeat the job title as a heading. Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. Preserve ALL substantive information; do NOT invent or summarize away detail. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. Include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text (e.g. "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. Prefer a few substantive sections over many thin ones. We need to parse the posting and decide which sections to include. The posting includes: - Position Summary (description) - Key Functions And Expected Performance (with sub-sections: Event Coordination, Operations Management, Student Organization Support, Staff Development, Institutional, Divisional, and Department Administration, Supervisory Relationships) - Education And Certifications - Experience And Skills - About The Department - About Student Affairs At Vanderbilt We need to map to allowed headings: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We can combine sections: "About the role" could be the Position Summary. "Responsibilities" could be Key Functions And Expected Performance. "Requirements" could be Education And Certifications + Experience And Skills? Or we could separate "Qualifications" and "Skills". The instructions: Use headings for those categories if content exists. We should not create sections that are empty or placeholder. We have no explicit Benefits, Pay, Schedule mentioned in posting. There's mention of "Flexible schedule based on events (nights and weekend work required)" under Event Coordination. That's schedule info. So we can include a Schedule section with that detail. There's no explicit Pay or Benefits. So we should not create those sections. We need to preserve all substantive information. So we need to include all details from the posting, organized under appropriate headings. We need to use
- for any list of duties/requirements/benefits. So for responsibilities we can list bullet points. For requirements (education, experience) we can list bullet points. For skills maybe bullet list.
We need to avoid duplication. Also need to remove boilerplate like EEO etc. There's none.
We need to output only HTML fragment, no /, no markdown fences.
Let's craft:
About the role
... position summary ...
Responsibilities
- Event Coordination: Oversee and coordinate all aspects of events in the Student Centers including logistics, A/V, staffing needs, housekeeping requests, accessibility needs, plant operations requests, outside rentals, security, and invoices to assure success and compliance with Student Centers and University Risk Management regulations. Works with clients to plan and execute their events (banquets, receptions, conferences, lectures, meetings, concerts, theatrical shows, etc.). Creates quotes and invoices for events. Uses Event Management System (EMS) to track reservations within Student Centers spaces. Collaborates with others in the department to prioritize facility improvements that best support successful events and client experiences. Be proactive in resolving problems, troubleshooting, and answering inquiries to ensure successful events.
- Operations Management: Inspect and maintain the Student Centers facilities on a daily basis, including keeping inventory of supplies and equipment, submitting work orders and reports, assisting with renovation projects and building recommendations to improve operations in our facilities. Provide excellent customer service and information efficiently and effectively for visitors, clients, and building associates in order to create a safe, inclusive and welcoming environment. Establish and maintain relationships with key stakeholders (i.e. catering, vendors, VUPD, Traffic & Parking, building associates, etc.) in order to build successful events and building operations.
- Student Organization Support: Assist student organizations in facilitating and planning successful events and programs that support and celebrate student experiences and adhere to University policies. May serve as an advisor for student organizations, assisting with goal-setting, attending student organization executive board meetings and providing support for student leaders. Support student organization initiatives with regards to advocacy, inclusivity and diversity education to improve the experience for all members. Inform students of changes to student organization policies and procedures that enable them to more effectively manage their organization. Utilize budgeting skills to support successful financial management and use of Oracle by student leaders and organizations.
- Staff Development: Recruit, hire, train, schedule, and supervise student staff to assist in Student Centers operations, including event management and event setups. Provide excellent hospitality and event services to customers and clients utilizing the event spaces. Effectively train other coordinators and support staff on policies and procedures to create successful team relationships and event management.
- Institutional, Divisional, and Department Administration: Contribute to the broader mission and objectives of Student Affairs and the University by serving on divisional and institutional committees, task forces, and working groups. Actively participate in key divisional initiatives and events, including Move-In Day and all-division meetings and gatherings. Maintain a working knowledge of relevant university policies, procedures, and systems—such as those related to travel, procurement, expense, and time reporting—to ensure effective, compliant, and responsible operations. Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities.
- Supervisory Relationships: This position does not have supervisory responsibility in managing professional staff members, however they will be responsible for supervising a team of student staff. This position reports administratively and functionally to the Senior Coordinator of Operations and Events.
Requirements
- Education: A Bachelor’s degree is required. Master’s degree in Higher Education, Student Affairs, Hospitality Management, or related field is preferred.
- Experience: Ability to exercise discretion and independent judgement required. Two years of related experience is preferred. Proven customer service and event management experience is preferred. Experience managing, supervising or training student staff or similar preferred. Experience working with or advising student leaders and student organizations within a university setting preferred. Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds, identities, and experiences is preferred. Proven ability to manage diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred.
Schedule
Flexible schedule based on events; nights and weekend work required.
We should not create Benefits or Pay sections. We also need About the Department and About Student Affairs. Could be part of About the role? Or maybe we could add a section "About the Department" but not in allowed headings. The allowed headings are limited to those eight. So we must fit that content somewhere. Perhaps we can include under About the role (as additional prose) or under Responsibilities? The instruction: "Usefor section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." It says e.g., implying those are examples but we should use those headings. It doesn't say we cannot use other headings, but likely we should stick to those. However we need to preserve ALL substantive information. So we need to include the department and student affairs info somewhere. We could add a paragraph under About the role after the summary, describing the department and Student Affairs. That would preserve it. Thus About the role section will contain the Position Summary plus description of department and Student Affairs. Let's craft About the role:
The Coordinator of Operations and Events is part of the Student Centers department within Student Affairs at Vanderbilt University and is a key individual contributor responsible for managing and executing events in facilities across campus for members of the Vanderbilt and Nashville community. This position also manages student staff that work within student centers spaces and directly supports student organizations. This position requires an energetic, responsive, inclusive, and hands-on leader who has strong customer service and communication skills, excellent organizational and critical thinking capabilities, and an ability to solve problems effectively and efficiently. Reporting directly to the Senior Coordinator, the Operations and Events Coordinator has the ability to engage with student leaders and student organizations, sell and market event spaces to all stakeholders and execute large-scale events. The Coordinator of Operations and Events will manage daily operations in multiple Student Center facilities to support student engagement opportunities. This includes formal and informal engagement for our student organizations, including providing space for and supporting meetings, performances and any other engagement opportunities for our students. In addition, this position will support meetings and events for faculty, staff and community members, including, but not limited to banquets, conferences, and receptions. They will supervise student staff who operate the Student Centers information desks and set-ups while providing outstanding hospitality and customer service to visitors and guests.
The Student Centers Office supports student engagement and leadership by managing facilities, events, event spaces as well as supporting student leaders through our role as student organization coaches. Our team includes operations and events coordinators, audio/visual technicians, facilities managers and student staff. We work as a team to support student engagement and help facilitate successful events for student organizations, campus departments, outside clients and guests in our facilities. The events we manage range from small meetings to large-scale events including weddings, conferences and student performances.
At Vanderbilt Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.
That covers all. Now we need to ensure we didn't miss any substantive info: The "Key Functions And Expected Performance" sub-sections we turned into bullet list items. Did we miss any details? Let's verify each bullet. Event Coordination bullet: we included all sentences from that paragraph. Good. Operations Management bullet: included all sentences. Student Organization Support bullet: included all sentences. Staff Development bullet: included all sentences. Institutional, Divisional, and Department Administration bullet: included all sentences. Supervisory Relationships bullet: included. Education And Certifications: we captured Bachelor's required, Master's preferred. Experience And Skills: we captured all bullet points. We also need to include "Ability to exercise discretion and independent judgement required." That's in Experience And Skills; we included as first bullet. We also need to include "Proven customer service and event management experience is preferred." included. "Experience managing, supervising or training student staff or similar preferred." included. "Experience working with or advising student leaders and student organizations within a university setting preferred." included. "Proven ability in establishing and maintaining relationships with clients and vendors of all backgrounds, identities, and experiences is preferred." included. "Proven ability to manage diverse large-scale, high-risk, multi-faceted events and/or conferences is preferred." included. Also "Two years of related experience is preferred." included. Now schedule: we extracted "Flexible schedule based on events (nights and weekend work required)" from Event Coordination bullet. We placed in Schedule section. We should ensure we didn't duplicate that sentence elsewhere; it's okay if it's also in responsibilities bullet? We removed it from responsibilities bullet? Actually we kept it in the Event Coordination bullet? Let's check