Job Description

The Administrative Coordinator works in the Wond’ry, Vanderbilt University’s Center for

Innovation and Design, and is a key individual contributor who supports day-to-day

administrative and operational activities for the Wond’ry. Reporting directly to the Director of

Operations, the Administrative Coordinator serves as an initial point of contact for a variety of

internal and external constituents, including but not limited to students, faculty, Vanderbilt

alumni, industry collaborators, local businesses, and members of the broader innovation

ecosystem, creating positive interactions with all guests and constituents. This position also

serves as a primary point of administrative contact and liaison with faculty, staff, and other

offices on campus and requires a high level of skill in customer service, written and verbal

communication, and building relationships within and outside of the university. As a front-facing

representative of the Wond’ry, the Administrative Coordinator supports the Wond’ry’s external

communications across multiple channels, including tours, website, newsletter, social media,

and other outreach activities. This position also coordinates multiple activities in support of the

Wond’ry, including office and space operations, inventory, events, routine procurement,

meetings, and program support. The Administrative Coordinator is expected to be well-versed in

university policies and procedures and to contribute ideas and insights into improving the

Wond’ry’s workflow, communications, guest experience, and operational efficiency.

The Center’s hours are generally 9:00am – 6:00pm. Occasional nights and weekend days may

be needed. This is a student- and community-facing office and in-person position. Hours and

working arrangements have some flexibility during student breaks and summer semester.

About the Work Unit:

The Wond’ry is Vanderbilt University’s Center for Innovation and Design, where people and ideas come together to explore possibilities, solve meaningful problems, and create positive impact. Serving students, faculty, and staff across every college and school, the Wond’ry connects disciplines, perspectives, and communities through immersive learning to make innovation more accessible and actionable across the university and beyond. Through programs, resources, funding, mentorship, and hands-on experiences, the Wond’ry helps people develop ideas, build creative confidence, strengthen design and systems-thinking capabilities, and translate insights into action. Our work spans disciplines, sectors, and stages of the innovation journey—from early exploration and experimentation to developing and advancing new solutions. As an outward-facing, service-oriented organization, we seek collaborative, curious, and adaptable team members who bring diverse experiences and perspectives and are energized by helping others learn, connect, experiment, and make meaningful progress.

Key Functions and Expected Performance:

1. Front Office, Guest Experience & Outreach

a. Serve as the first point of contact for the Wond’ry, staffing the front desk and

providing a welcoming, professional experience for all visitors.

b. Triage inquiries received in person, by phone, and through the Wond’ry’s shared

email inbox. Provide information about Wond’ry programs, resources, events, and

opportunities.

c. Maintain a working knowledge of Wond’ry programs, events, resources, and

activities in order to accurately communicate information to students, faculty, staff,

external partners, and members of the broader innovation and Vanderbilt

community.

d. Lead tours of the Wond’ry for prospective students, partners, visitors, and other

groups.

e. Act as the Wond’ry’s ambassador at student organization events and other onand off-campus community events. Coordinate the calendaring of solicited events

and volunteers when needed.

1. Operations, Facilities & Event Coordination

a. Maintain a clean, organized, and welcoming environment across shared spaces

(outside of general maintenance provided by building services), including front

desk, meeting rooms, and common areas.

b. Monitor and restock inventory of office, breakroom, event, and swag supplies;

maintain inventory of materials and reorder as necessary.

c. Maintain accurate inventory records for Wond’ry computers, software, and other

assigned equipment and coordinate updates as needed.

d. Accept, process, and distribute deliveries and mail that arrive in the Wond’ry.

e. Prepare spaces for daily use and special requests, including furniture arrangement

and general upkeep.

f. Maintain the Wond’ry’s primary calendar of events, including making room

reservations and updating public calendar displays, including flyers and digital

signage.

g. Lead in the planning and execution of events, including reservations, space layout,

catering, supply coordination, and IT. Coordinate volunteers as needed.

h. Maintain assigned records of Wond’ry visitors, tours, outreach activities, and other

engagement activities in Airtable and other designated systems.

1. Financial, Procurement & Administrative Compliance

a. Act as primary purchase requestor for the department in the procurement of

routine supplies, equipment, and food/beverages using the appropriate

procurement method.

b. Process Wond’ry payments, reimbursements, purchase requisitions, and OneCard transactions through Oracle as assigned, in accordance with university

policies.

c. Maintain a thorough knowledge and understanding of university financial policies

and procedures related to areas such as travel, procurement, and business

expenses to ensure compliance and proper stewardship of university resources.

Keep staff and Wond’ry leadership up to date on relevant policy changes.

d. Serve as Guest Travel Coordinator to support all facets of guest travel on an asneeded basis.

1. Communications, Marketing & Digital Content

a. Produce the Wond’ry newsletter once monthly, including writing and editing

content, gathering and collating contributions from Wond’ry staff, selecting and

organizing relevant images and information, and managing recipient lists.

b. Update and maintain Wond’ry website content, including writing and editing routine

content and maintaining the accuracy and timeliness of program, event, resource,

and general Wond’ry information.

c. Support the Wond’ry’s social media presence by developing, drafting, and

scheduling routine social media content that promotes Wond’ry programs, events,

resources, opportunities, and activities and highlights the Wond’ry community.

d. Capture photographs and other basic visual content documenting Wond’ry

programs, events, visitors, spaces, and activities for use across social media, the

Wond’ry website, newsletters, presentations, and other communications.

e. Provide design support and creation, editing, organization, and management of

photographs, images, graphics, marketing materials, and other Wond’ry content

for social media, web, newsletter, and other communications.

f. Write, edit, format, and proofread routine Wond’ry communications and materials

for a variety of audiences and communication channels, maintaining a consistent,

professional, and engaging voice.

g. Maintain organized digital communications assets, including photographs,

graphics, templates, and other Wond’ry content, on the Wond’ry’s Box Cloud

account, Vandy Visions website, and other designated platforms.

h. Ensure communications and digital content adhere to applicable university brand,

accessibility, and communications standards.

1. Program, Data & Administrative Support

a. Assist staff and faculty with program setup and coordination.

b. Support onboarding and offboarding staff and students with Wond’ry technical

platforms, including Slack and Airtable, space, purchasing procedures, and other

operational knowledge shares.

c. Maintain annual compliance of system usage to keep administrative platforms

updated and financial records accurate.

1. Perform other duties as assigned

a. Support operational and administrative aspects of any of the following initiatives

based on available time and personal interests:

i. Corporate partnerships

ii. Professional development programs

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Director of Operations of the Wond’ry.

Education and Certifications:

A Bachelor’s degree from an accredited institution of higher education is required.

Experience and Skills:

• One to three years of transferable experience is required, particularly in content creationor office management.
• Demonstrated celebration of and commitment to inclusivity, diversity, equity, and
• accessibility.
• Extremely well organized with excellent time management skills and the ability to handle multiple tasks at once successfully.
• Excellent interpersonal skills, with an ability to interact fluidly with the many different
• individuals and organizations that will contact and work with the Wond’ry.
• Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, and engagingly with a variety of internal and external audiences.
• Content creation experience is preferred, specifically experience writing and editing
• content for digital communications, such as websites, newsletters, social media, or
• similar platforms, capturing and editing photographs for digital communications; and
• basic graphic design is preferred. An interest in developing professionally in these areas
• is necessary.
• Ability to learn and communicate information about a broad range of Wond’ry programs, resources, events, and opportunities.
• Experience navigating University policies and procedures, with a desire to expand and deepen their knowledge and experience.
• Proficient in office software tools (e.g., Microsoft Excel, Word, PowerPoint) and
• comfortable learning and using software tools for communications, digital content, and office operations.
• Comfort with event logistics, including vendor coordination and day-of-event execution, is strongly preferred.
• Flexible with job expectations and schedule in an office that is on the cutting edge of
• innovation.
• Willing to jump in wherever needed with a solutions-focused mindset.
• Willingness to speak and engage with people is necessary.

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.