Senior Coordinator, Production Services

Position Summary:

The Senior Coordinator of Production Services is part of the Student Centers department within the division of Student Affairs at Vanderbilt University and is responsible for hiring, training, scheduling, managing and supervising a team of production and audio-visual professional staff and students. The position delivers professional audio, video, and lighting production services for a diverse portfolio of Vanderbilt and external clients, including university leadership, academic and administrative units, students and student organizations, and community partners. The position will assist in supporting over 800 events a year that range from corporate General Sessions/breakouts, lectures, and receptions to large-scale theatrical productions/showcases, and high profile university events featuring nationally and internationally recognized leaders, dignitaries, and public figures. Given the scope and visibility of these responsibilities, the position is expected to demonstrate a high level of professionalism, technical expertise, customer service, and discretion at all times. Reporting to the Associate Director, the Senior Coordinator of Production Services serves as a key member of the production team, ensuring the successful execution of assigned events from set up through completion.

This is a full-time, non-exempt, fully benefits eligible position. Occasional weekends and night work may be required based on scheduling needs.

This position serves as the primary production services contact for student performing groups, coordinating the technical requirements, production logistics, and operational details necessary for successful events. The Senior Coordinator oversees the operation, maintenance, and reliability of installed audiovisual technologies throughout Student Centers facilities and provides technical consultation and recommendations for new AV installations and system upgrades. This position evaluates and provides feedback on AV equipment and technology deployed within department-managed spaces to promote consistency, functionality, and alignment with operational needs. The Senior Coordinator also contributes to the development, implementation, and enforcement of policies, procedures, and standards governing the use of Student Centers facilities and audio-visual equipment.

The Senior Coordinator supervises professional and student staff, providing day-to-day leadership, coaching, and ongoing training to support staff development and ensure consistent, high-quality production services. As a member of the Student Centers leadership team and Production Services team, the Senior Coordinator supports operations, promotes effective communication and collaboration, and helps establish expectations and best practices for service delivery. The position also serves as a resource and mentor to staff, fostering technical growth, professional development, accountability, and a strong commitment to customer service.

Key Functions and Expected Performance:

Production Services and Technology

• Supports the event production needs for Vanderbilt University and community events in each of the Student Centers spaces:

• Alumni Hall

• Commons Center

• Carmichael Conference Center

• Kissam Center

• Sarratt Student Center|Rand Hall

• Student Life Center

• Rothschild College Black Box Theater

• Community Event Space

• Langford Auditorium

• Outdoor Events (as needed)

• Leadership and Service Space, Multicultural Community Space and additional designated spaces within Residential Colleges and academic areas.

• Serves as the unit's point of contact for student performing arts groups and multicultural showcases.

• Provides execution and upkeep for over $6 million of production assets including 100 wireless microphone systems, almost 500 lighting fixtures and multiple large format laser and Digital Cinema projectors.

• Provides event production needs for a wide variety of event types, including meetings, lectures, receptions and numerous student performing arts and multicultural showcases.

• Experience and familiarity with the following roles that include A1, A2, L1, L2, V1, V2, and AV1 and Stage Manager for corporate events and musical performances.

• Intermediate to advanced familiarity with Dante, Yamaha DM7 and DM3 and Behringer/Midas X32, M32 audio consoles, Shure large scale wireless systems, Wireless Workbench and the ability to mix for audio at a variety of events from corporate lectures to theatrical performances.

• Intermediate familiarity with ETC Ion, EOS and ETC Lustr 2, 3 Desire Fresnel and other DMX based fixtures and protocol.

• Attends pre-production meetings with the team and student groups to review pre-production documents (audio/lighting cues, RO, script) in preparation for programming days, tech rehearsals and show days.

• Ability to read, interpret and program theatrical lighting cues for performances

• Communicates with Vanderbilt University departments, organizations and contracted groups using the Student Centers facilities to coordinate their event production needs.

• Coordinates inventory management including updating software, quality checks and gear.

• Keeps abreast of current industry best practices and technology as well as future trends that may impact the University.

Administration

• Daily review of EMS to approve new internal and external event inquiries.
• Utilizes EMS throughout the event lifecycle to update and review necessary details, including time, equipment and logistical details of each event.
• Develops and manages student staff work schedules based on events and needs of the department.
• Helps prepare reports for future purchases and maintains inventory of all production and other technical equipment for Student Centers.
• Creates budget proposals and makes recommendations for future equipment purchases.
• Serves as the project manager on some installations within Student Centers spaces, including auxiliary buildings.
• Maintains relationships with vendors related to purchases, repairs, and contracted services.
• Performs post-event reviews of production work and communicates the results to the Production Services team.
• Promotes an environment that supports the production services team through regular meetings, project input and regular performance evaluations.

Leadership, Staff Development, and oversight

• Recruit, hire, train, schedule, supervise, and develop professional and student production staff to maintain appropriate staffing levels and ensure consistent delivery of high-quality production and audiovisual services.
• Provide ongoing coaching, performance feedback, and professional development opportunities that promote technical proficiency, accountability, customer service, and staff growth.
• Creates and follows up on daily work assignments.
• Evaluates staff performance and makes appropriate personnel decisions and recommendations.
• Effectively trains Student Centers professional staff and student staff on policies and procedures to create successful team relationships and event management.
• Facilitates staff professional development to ensure team is up to date on all production technology.
• Works as part of a team to update all policies, procedures, and emergency preparedness efforts for all Student Centers and auxiliary facilities.
• Ensures all Student Centers' building associates are in compliance with departmental policies, emergency preparedness procedures and any other applicable university standard.
• Serves as liaison with campus partners to ensure event management policies and procedures are in compliance with University standards.
• Ensures all Student Centers production equipment is in line with divisional goals and departmental policies and procedures.

Other

• Utilizes excellent customer service skills.
• Networks to know building associates, campus stakeholders and Nashville community partners by organization and name.
• Maintains a flexible schedule based on events and needs of the department.
• Serves on divisional committees and working groups to enrich the experience

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 has supervisory responsibility for professional staff and student staff. This position reports administratively and functionally to the Associate Director, Production Services.

Education and Certifications

• A Bachelor degree from an accredited institution of higher education is necessary.
• Dante Certification Level 1 and 2 preferred.
• Shure, Yamaha or CTS certifications preferred
• A valid state issued driver's license is required.
• Must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide continuous up-to-date notifications regarding negative changes to motor vehicle records.

Experience and Skills:

• 3-5 years of related experience is necessary.
• A minimum of 5 years of related professional experience is preferred, particularly in technical direction, stage management, event or facility audiovisual management, employee supervision, project resource management and budgeting, or a combination of these is preferred.
• Ability to manage and lead a team of production services staff is necessary
• Demonstrated technical proficiency in the operation, configuration, and troubleshooting of professional audio, video, lighting, and production systems is necessary. This includes video switchers, professional video cameras, projection and display systems, theatrical and concert sound reinforcement systems, theatrical and concert lighting systems (including intelligent fixtures), and related production technologies and equipment.
• Ability to make budgetary predictions based on event equipment and personnel needs is necessary.
• Proven ability to work independently or in teams is necessary.
• Excellent interpersonal and communication skills are necessary.
• Ability to maintain frequent heavy lifting and climbing (ladders, catwalks, scaffolds, etc.) and operate single man and 20' scissor lift is necessary.
• Ability to work in various climates, weather conditions, environments is necessary.
• Ability to work a schedule that may include long hours, nighttime or weekend work is necessary.
• Familiarity with safe working practices of counterweight and concert rigging, staging, theatrical and concert power distribution, audio, lighting, video equipment, laser displays, and pyrotechnics is preferred.
• Proven ability to establish and maintain relationships among event partners is preferred.
• Experience with Microsoft Office suite is necessary.

About the Work Department:

The Student Centers Office manages events, event spaces and facilities across campus. Our team includes event managers, production technicians, facilities managers, and student staff who work collaboratively to deliver successful events and exceptional experiences for our clients and guests. We serve a diverse portfolio of clients, including Vanderbilt leadership, academic and administrative units, students and student organizations, external organizations, and community partners. The events we support range from meetings, receptions, and student performances to conferences, large-scale productions, and high-profile university events featuring nationally and internationally recognized leaders, dignitaries, and public figures.

About Student Affairs 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.