Learning Engagement Coordinator

About the Work Unit

The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee, focused on graduate-level business education. OGSM’s mission is to create opportunities for its faculty, staff, and students to discover, grow, and thrive in business and beyond. OGSM recognizes discovery in traditional forms, such as scholarly research, intellectual curiosity, and curricular learning. But it also celebrates discovery unique to the human experience, that is, the art of becoming, which is lived through a desire to connect with others, to find meaning in work and relationships, and to create something new. OGSM sees transformation as foundational. The Owen Executive Education, established in 1991, offers open-enrollment, certificate, and custom education experiences for practicing managers in a wide array of industries and topics. Business acumen, innovation, strategy, change management, operations, negotiations, and leadership are relevant interest areas for many of our clients. Our top priority is exceeding our clients’ expectations for learning impact, value, and relevance.

Duties and Responsibilities

• Partner with Learning Engagement Managers to deliver high-quality learning engagements by managing logistics such as scheduling, faculty coordination, venue selection, accommodations, and technology setup for on-site, off-site, and virtual programs.
• Manage learning engagement logistics, including participant registrations, scheduling, faculty coordination, venue selection, classroom reservations, transportation, accommodations, catering, technology setup, course materials, and learning platforms for in-person, off-site, and virtual programs.
• Engage actively during learning events, class sessions, and program-related activities to support operations, promptly resolve issues, and enhance the participant experience.
• Serve as a primary point of contact for participants, faculty, vendors, and internal stakeholders, providing exceptional customer service and timely communication throughout the program lifecycle.
• Develop, maintain, and update program materials, participant rosters, operational plans, learning portals, and engagement documentation to ensure accuracy and consistency.
• Carefully coordinate pre-program, during-program, and post-program communications tailored to participant and client needs.
• Support the evaluation process by administering surveys, collecting participant feedback, preparing reports, and recommending improvements for future program delivery.
• Maintain comprehensive records and files for assigned engagements to support reporting, operational continuity, and future program execution.
• Process vendor invoices, procurement requests, participant payments, and expense reconciliations while supporting budget tracking and financial reporting.
• Complete program closeout activities, including documentation, reporting, and coordination with Finance and Administration teams.
• Collaborate with the Executive Education team to support business development initiatives and client engagement activities.
• Aid in preparing proposals, presentations, client materials, and program documentation in support of prospective and existing client relationships.
• Respond promptly to participant inquiries, website requests, and inbound leads, providing information about Executive Education offerings and enrollment opportunities.
• Auxiliary in participant recruitment, registration, certificate completion tracking, and follow-up communications to maximize enrollment and engagement.
• Aid in identifying new business opportunities and maintaining relationships with prospective clients, participants, and corporate partners.
• Collaborate with Executive Education leadership and business development partners to help design and coordinate innovative learning experiences that address client needs and deliver long-term value.
• Maintain accurate records related to business development activities, participant pipelines, enrollment metrics, and program performance.
• Contribute to client meetings, program presentations, and other activities that showcase Executive Education capabilities and strengthen client relationships.
• Manage CRM activity and data integrity, maintaining accurate records for participants, registrations, payments, client interactions, and engagement outcomes.
• Support management of the Executive Education team inbox and ensure timely responses to inquiries and service requests.
• Identify and implement best practices to improve operational efficiency, participant satisfaction, and program effectiveness.
• Demonstrate flexibility and responsiveness to client needs and program demands, including occasional evening, weekend, and travel requirements.
• Foster collaborative relationships across the Executive Education team and contribute to a culture of service, innovation, accountability, and continuous improvement.

Education and Qualifications

• A Bachelor's degree from an accredited institution of higher education or two years of relevant experience is necessary.
• Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines in a dynamic environment.
• Strong interpersonal and communication skills with a customer-service orientation.
• Experience in event or program coordination, preferably in an academic, corporate learning, or executive education setting.
• Proficiency in relevant digital tools (e.g., Microsoft Office, Salesforce, Zoom, Qualtrics, NovoEd) with a willingness to learn new technologies.
• Attention to detail and problem-solving skills, with a proactive and collaborative approach to work.
• Passion for creating impactful learning experiences and supporting team success.