Job Description

The Project Coordinator supports the coordination and day-to-day execution of projects and activities within the Office of Undergraduate Education (OUE). Working with the Senior Director, Vice Provost, and members of the OUE team, this role helps keep projects organized, materials clear and accurate, and priorities moving forward.

The Project Coordinator prepares and formats presentations, summaries, and other communications, and organizes information in a clear and consistent manner. The role maintains project timelines and tracking tools, organizes materials and documentation, and supports multiple projects at once by monitoring progress and following up on tasks.

In addition, the Project Coordinator coordinates logistics for meetings, workshops, and events, including scheduling, agendas, and materials, and captures meeting notes and action items to support follow-up. The role conducts background research, compiles information, and assists in developing draft materials such as reports and presentations.

This position provides support across a range of team priorities as needs evolve. Work includes a mix of project coordination, communications support, and administrative and logistical tasks that contribute to the day-to-day operations of the team. The Project Coordinator also provides guidance to student interns and helps maintain organized systems that support efficient team operations.

The ideal candidate is organized, detail-oriented, and adaptable, with strong communication skills and the ability to manage multiple priorities. This role requires sound judgment, professionalism, and discretion in handling sensitive information, and supports the mission and priorities of Undergraduate Education.

About the Work Unit
The Provost’s Office of Undergraduate Education (OUE), led by the Vice Provost for Undergraduate Education, empowers students to enrich their academic journeys through transformative educational opportunities. OUE supports more than 7,200 undergraduate students at Vanderbilt by creating pathways for immersive experiences, hands-on research, global engagement, and other high-impact learning opportunities that extend beyond the classroom. Through its programs, OUE fosters curiosity, collaboration, and innovation, encouraging students to generate new knowledge, pursue inquiry, and develop the skills needed to address complex challenges and make meaningful contributions in a rapidly changing world, including through opportunities in major global hubs such as New York City.

In addition to advancing the student academic experience, OUE is dedicated to building strong partnerships across the University. Faculty and staff work together to design and support programs that provide undergraduates with opportunities for intellectual growth, personal exploration, and professional development. These efforts include major campus-wide initiatives such as Immersion Vanderbilt, Study Abroad, Keegan Traveling Fellowship, the Live. Learn. Lead. Academy, along with faculty-led programming.

OUE also plays a vital role in coordinating resources, services, and communications that help students thrive throughout their time at Vanderbilt. By supporting experiential learning, professional development, and programmatic initiatives, OUE strengthens the undergraduate experience in alignment with Vanderbilt’s mission of preparing students to lead and excel. The office is committed to fostering a community of collaboration and shared purpose among faculty, staff, and students, ensuring that resources and opportunities are accessible, effective, and responsive to the needs of the campus community.

Key Functions and Expected Performance

• Project Coordination and Communications
  • Support the planning and coordination of projects within Undergraduate Education.
  • Maintain project timelines, task lists, and tracking tools to support progress.
  • Organize project materials, notes, and documentation for access and reference.
  • Manage multiple projects by prioritizing tasks and adjusting timelines as needed.
  • Identify delays or gaps and share updates with appropriate team members.
  • Create and format presentations, slide decks, and briefing materials.
  • Organize and present information in a clear and consistent format.
  • Assist in drafting emails, summaries, and other communications.
  • Prepare materials for meetings, programs, and events in coordination with team members.
  • Coordinate logistics for meetings, workshops, and events, including scheduling, agendas, and materials.
  • Capture and distribute meeting notes, including key points and action items.
  • Conduct background research and compile information to support projects.
  • Summarize information into draft materials such as reports or presentations.
  • Assist in organizing and tracking feedback from stakeholders.

• Team and Operational Support
  • Provide support across team priorities, including special projects and time-sensitive requests.
  • Provide day-to-day guidance to student interns supporting project and communications tasks.
  • Assign and track intern tasks to support timely completion of work.
  • Maintain organized systems for project files, communications, and records.

• Confidentiality and Professionalism
  • Handle sensitive information with discretion.
  • Follow university guidelines related to confidentiality and data management.
    

OUE Divisional and Institutional Responsibilities

• Stay informed and utilize emerging tools, technologies, and practices, including artificial intelligence (AI), to enhance and streamline academic and administrative processes that benefit OUE.
• Actively participate in divisional initiatives including professional development workshops, OUE meetings, and events that strengthen community and shared purpose.
• Demonstrate a collaborative spirit by supporting divisional colleagues and engaging in efforts that advance shared goals and strategic priorities across OUE.
• Contribute to the broader mission and objectives of OUE and the University by serving on divisional and institutional committees, task forces, and working groups.
• Maintain a working knowledge of relevant university policies, procedures, and systems to support efficient, responsible, and effective operations.

Other Duties

• Perform other duties as assigned to support the day-to-day needs of the Undergraduate Education team.
  

Experience and Skills

• Excellent written and verbal communication skills.
• Openness to the use of AI to streamline workflows and enhance work efficiency.
• Demonstrated ability to exercise sound judgment, discretion, and tact in handling sensitive matters.
• Strong organizational and time management skills, with the ability to manage multiple priorities under tight deadlines.
• High level of attention to detail and accuracy, particularly in managing financial transactions, reconciliations, and compliance-related processes.
• Working knowledge of financial processes, 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.
• Strong people skills and the ability to work independently within established guidelines and as part of a collaborative team.
• Demonstrated ownership of day-to-day operational details that elevate 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.

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.