Job Description

The Associate Director for Events & Engagement is a key team member supporting the Vice Provost for Growth Initiatives and Graduate Education responsible for implementing high-level events and celebrations for the Graduate School students and constituents. This individual will oversee the design and execution of signature events, including Graduate School Convocation, Commencement, the Honors Banquet, and Graduate Student Appreciation Week. This position will serve as a procurement creator, tracking and submitting receipts and invoices, preparing payment requests, and ensuring vendors get paid in a timely manner following the university’s financial policies.

Vanderbilt’s campus network is a growing ecosystem of campuses and strategic initiatives designed to extend the university’s impact beyond Nashville, and includes Vanderbilt University – New York City, Vanderbilt University – West Palm Beach, Vanderbilt University – San Francisco, and Vanderbilt University – Quantum Campus. The Office of the Vice Provost for Graduate Education and Growth Initiatives works to design and support academic programming and opportunities for graduate and professional students across this growing ecosystem.

About the Work Unit:

The Vice Provost for Graduate Education and Growth Initiatives leads a dynamic portfolio of strategic growth initiatives for graduate and professional students, serves as the Dean of the Graduate School, and oversees the Office of Postdoctoral Affairs (OPA). The mission of the Graduate School at Vanderbilt University is to promote excellence in research, scholarship, and creative expression such that graduate students and postdoctoral trainees are optimally prepared for successful careers in academia, industry, and related fields. The Graduate School recruits the most promising pre- and post-doctoral scholars and creates a stimulating environment that fosters intellectual growth and development.

Key Functions and Expected Performance:

Event Management

• Serve in a leadership capacity for signature Graduate School events, coordinating logistics and providing on-site oversight to ensure seamless execution (including but not limited to Convocation, Commencement, Honors Banquet).
• Develop annual event timelines and project plans to ensure milestones, deliverables, and deadlines are met across multiple concurrent events.
• Serve as a divisional ‘expert’ regarding standards and protocols for university events, including but not limited to invitations and RSVPs, VIP stewardship; vendors; site walkthroughs; catering; accessibility; detailing the run of show. Advise other Graduate School units on best practices for event management.
• Develop, monitor, and reconcile event budgets; forecast expenditures; ensure responsible stewardship of university funds.
• Serve as a procurement creator, tracking and submitting receipts and invoices, preparing payment requests, and ensuring vendors get paid in a timely manner; liaise with the Graduate School Financial Unit Manager (FUM) to ensure the proper allocation and documentation of all procurement requests.
• Identify and manage relationships with all external partners necessary to support the event (e.g., event volunteers, catering, rentals, etc.).

Event Marketing and Communications

• Develop and coordinate marketing and communications for Graduate School events and programs to increase awareness, participation, and engagement among graduate students and other key audiences.
• Draft, build, and distribute event invitations, announcements, reminders, and follow-up communications through Emma, ensuring communications are timely, accurate, and aligned with Graduate School messaging and brand standards.
• Create event graphics and promotional content for the Graduate School newsletter, social media channels, and other communication platforms, in collaboration with Graduate School Communications.
• Partner with Graduate School Communications to develop promotional strategies and timelines for major events and initiatives, coordinating messaging and deliverables across communication channels.
• Maintain event communication timelines and ensure invitations, registration information, and reminders are distributed according to schedule.
• Create and monitor event registration forms and adjust outreach strategies as needed to support attendance goals.

Student Engagement

• Oversee the design and implementation of student-centered events informed by graduate student feedback and institutional priorities, with a focus on celebrating student achievements and fostering community (Graduate Student Appreciation Week, Honor Fellowship Reception, Mid-Week Mixers).
• Lead the Graduate Development Network, a campus-wide collaborative group focused on strengthening graduate student support; plan and facilitate twice-semester meetings, develop agendas, foster cross-campus collaboration, and coordinate follow-up on initiatives and identified needs.
• Oversee the Graduate Student Lounge, ensuring the space effectively supports graduate student needs and programming; manage student and campus partner requests, coordinate scheduling and space logistics, maintain reservations through Virtual EMS, and oversee the day-to-day operations and use of the space.
• Collaborate with campus partners and faculty to co-create programming that supports graduate student success and fosters leadership and engagement.
• Partner with International Student and Scholar Services to develop and deliver programs that foster connection and engagement among international graduate students (e.g. International Graduate Student Welcome Mixer and International Education Week); coordinate event planning, marketing, and logistics.
• Track metrics in a data-driven environment to assess the outcomes of all events and consider ongoing improvements.

Other Duties

• Maintain an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
• Participate in University, division, and departmental committees and task forces, as assigned.
• Participate in Graduate School-wide events, as needed, to support colleagues and ensure these events run smoothly.
• Demonstrate a willingness to support colleagues across the division to encourage the implementation or fulfillment of divisional goals and strategic priorities.

Supervisory Relationships:

• This position will supervise a graduate assistant (GA) who provides event planning and execution support.

Education and Certifications:

• A Bachelor’s degree from an accredited institution of higher education is necessary.
• Master’s and/or terminal degrees are preferred.

Experience and Skills:

• At least three years of relevant experience is necessary; five years preferred.
• An appreciation for graduate and doctoral training and interest in supporting the mission of the Graduate School.
• Excellent written and verbal communication skills are necessary.
• Ability to problem-solve, manage multiple complex tasks effectively, stay organized, and meet deadlines is necessary.
• Familiarity and experience working in a college or university setting is preferred.
• Proficient with Microsoft software (e.g., Microsoft Excel, Word, PowerPoint, Teams).
• Proficient with Canva and other design tools.
• Proven ability to work independently and in teams is necessary.
• Strong interpersonal/human relations skills including ability to develop and cultivate professional relationships is preferred.
• Ability to manage people and teams who may not have direct reporting relationships.

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.