Operations Coordinator

Position Summary

The Operations Coordinator provides operational, financial, and programmatic support to the Immersion Vanderbilt staff office, with primary responsibility for overseeing and executing customer service, administrative, and project management workflows. This role manages critical processes that sustain Immersion Vanderbilt's mission, requiring exceptional attention to detail, accuracy, and cross-unit coordination.

The Operations Coordinator provides administrative and logistical support to Immersion Vanderbilt leadership, including calendar and travel management, event coordination, and office operations. Acting as a key point of contact for internal and external stakeholders, the coordinator represents Immersion on committees and cross-campus working groups, contributes to recruitment and onboarding efforts, and works with Immersion staff to coordinate signature initiatives such as the Vanderbilt Undergraduate Research Symposia and the Immersion Vanderbilt Showcase.

Across all areas, this role is entrusted with sensitive and confidential matters, exercising sound judgment, discretion, and professionalism. The position demands adaptability, a strong operational mindset, and the ability to anticipate needs, balance multiple priorities, and deliver accurate, efficient, and compliant processes that advance the mission of Immersion Vanderbilt.

About the Work Unit

Immersion Vanderbilt provides a unique opportunity for Vanderbilt students to pursue their interests through a hands-on, mentored experience inside and outside the classroom. Immersion Vanderbilt culminates with a tangible final project, such as a work of art, an op-ed piece in a newspaper, a thesis, a web app, a musical performance, or a prototype, among many other products. This work unit facilitates these transformative student experiences, supporting learners as they engage with mentors, apply classroom knowledge, and create novel products that demonstrate their learning and contributions. This office plays a vital role in providing Vanderbilt students with unparalleled opportunities for experiential learning, personal growth, and real-world impact.

Through Immersion Vanderbilt, students can explore diverse experiential learning pathways such as study abroad; internships; civic and community engagement; research; innovation, arts and design; and leadership and professional development.

About the Provost's Office of Undergraduate Education

The Provost's Office of Undergraduate Education (OUE) advances Vanderbilt's academic mission by supporting more than 7,200 undergraduate students in pursuing rigorous and inquiry-driven learning experiences. OUE collaborates closely with faculty and academic units to develop and sustain programs that promote undergraduate research, scholarly engagement, global learning, and other high impact academic practices that extend beyond the classroom. Through strategic coordination of curricular and co-curricular academic initiatives, including Immersion Vanderbilt, study abroad, and faculty driven academic programming, OUE ensures that students have access to meaningful opportunities for intellectual growth and discovery. By aligning resources, services, and academic support structures, OUE strengthens the undergraduate academic experience and fosters a community committed to learning, curiosity, and academic excellence.

Key Functions and Expected Performance

Operational Support

• Plan, coordinate, and execute travel arrangements for senior leadership, functioning as expense delegate and ensuring compliance with university policies.
• Manage shared inboxes and triage communications for Immersion programs, routing inquiries and escalating issues as appropriate.
• Assist with visitors and students, providing frontline support and programmatic information, guiding them to the appropriate staff person or campus resource as needed.
• In partnership with the Immersion Outreach Coordinator, plan and execute meeting and event planning (reservations, room setup, catering, IT support), ensuring seamless experiences for program engagements.
• Leverage Microsoft Outlook, Excel, PowerPoint, and related systems to manage information workflows, develop high-impact presentations, and monitor progress on projects to ensure alignment with organizational priorities.
• Coordinate recruitment, interviewing, and onboarding and offboarding processes for new staff and student workers, liaising with HR, VUIT, and line managers to ensure smooth transitions.
• Submit and track facilities and IT requests to maintain seamless office operations and a high-functioning work environment.
• Represent Immersion Vanderbilt on designated university committees and working groups, contributing to cross-campus collaboration.
• Support the planning and coordination of Immersion Vanderbilt programmatic initiatives, including experiential learning activities, communications and marketing, Immersion faculty fellow-led programming, and professional development opportunities.
• Other related duties as assigned.

Project Management and Resource Procurement

• Process payments, reimbursements, requisitions, purchase orders and One Card transactions through Oracle, in accordance with One Card, Procurement, and Travel and Expense policies.
• Ensure timely and accurate payment of departmental invoices in accordance with university policy.
• Support the planning and execution of office-wide initiatives, including professional development sessions and special projects.
• Track accounts payable, manage vendor relationships, and ensure timely and compliant payments in coordination with college finance officers and Procurement.

Confidentiality and Discretion

• Manage sensitive and confidential matters with a high level of discretion, judgment, and professionalism.
• Maintain confidentiality related to personnel, academic, financial, legal, and strategic matters discussed within the Immersion Vanderbilt office.

OUE Divisional and Institutional Responsibilities

• Demonstrate initiative by proactively identifying opportunities to improve processes, solve problems, and advance divisional and institutional priorities.
• Stay informed about and effectively utilize emerging technologies, including artificial intelligence (AI), to enhance academic and administrative processes where appropriate.
• Actively participate in divisional initiatives, professional development opportunities, and OUE meetings and events that strengthen collaboration and shared purpose.
• Foster a collaborative and inclusive work environment by supporting colleagues and contributing to shared goals across the division.
• Contribute to the mission of OUE and Vanderbilt University through participation on divisional and institutional committees, task forces, and working groups, as appropriate.
• Maintain a working knowledge of relevant university policies, procedures, and systems to support effective, responsible, and compliant operations.
• Perform other duties as assigned in support of the mission and strategic priorities of OUE and Vanderbilt University.

Supervisory Relationships

This position does not have supervisory responsibilities. The Operations Coordinator reports directly to the Senior Director of Immersion Vanderbilt and works in close collaboration with the Immersion Vanderbilt office staff and Immersion faculty fellows.

Education and Certifications

• A bachelor's degree or equivalent work and/or military experience is required.
• A minimum of 5 years of progressively responsible administrative or project management experience is required.
• Prior experience in higher education or within a large, complex organization is strongly preferred.

Experience and Skills

• Excellent written and verbal communication skills.
• Strong organizational and time management skills, with the ability to manage multiple priorities under tight deadlines.
• Demonstrated ability to exercise sound judgment, discretion, and tact in handling sensitive matters.
• Advanced attention to detail and accuracy, particularly in managing financial transactions, reconciliations, and compliance-related processes.
• Financial skills, including experience with invoices, payments, account reconciliations, and student receivables.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration platforms such as Zoom and Teams.
• Curiosity about and desire to explore the use of AI to streamline workflows and enhance work efficiency.
• Strong people skills and the ability to work independently and as part of a collaborative team.
• Demonstrated ownership of small but impactful operational details, elevating the overall experience and effectiveness of the office.
• Consistently maintains a positive, welcoming, and professional demeanor in all interactions, contributing to a collegial and supportive office environment.
• Ability to work evenings and weekends as needed to meet strategic and business needs is required.

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.