Program Coordinator
Vanderbilt University Medical Center
full-time
Posted on:
Location Type: Hybrid
Location: Nashville • Tennessee • United States
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About the role
- Provide day-to-day coordination and administrative support for the Institute’s programs, events, and special projects.
- Assist with planning, scheduling, and logistics for conferences, lectures, summits, meetings, and internal convenings.
- Support event execution, including registration management (attendance tracking, and post-event reporting, etc.), guest communications, materials preparation, and on-site operations.
- Maintain accurate and up-to-date records in the Institute’s CRM and project management systems.
- Draft and format basic communication materials such as event invitations, confirmations, agendas, briefings, background documents run-of-show schedules, and event packets.
- Serve as a primary logistical point of contact for speakers, participants, and internal partners.
- Coordinate with vendors, campus partners, and service providers to ensure timely delivery of event needs (catering, A/V, room setup, travel, etc.).
- Track project timelines, deadlines, and deliverables, proactively flagging risks or delays.
- Support marketing and communications efforts related to Institute convenings by assisting with website updates, newsletter material development, and social media material development.
- Support the supervision and coordination of student workers and volunteers during programs and events.
- Maintain organized digital and physical files related to programs, communications, and partnerships.
- Ensure professionalism, confidentiality, and adherence to university policies and Institute standards in all interactions.
- Provide administrative and project support to the Senior Program Manager and Institute leadership as assigned.
Requirements
- A bachelor’s degree in public administration, organizational leadership, political science or related field is required.
- Strong written and oral communication skills – briefing materials, guest and partner communication documents, and engagement activities – are required.
- Strong project coordination skills are required.
- Attention to detail to manage event logistics, including scheduling, travel, lodging, briefing materials, run-of-show documents and registration tracking is required.This is an entry level position; however, experience in event coordination is preferred.
- Experience in event planning and coordination is preferred.
- Previous experience with customer relationship management tools is preferred.
Benefits
- Health insurance
- Retirement plans
- Paid time off
- Flexible work arrangements
- Professional development
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
event coordinationproject managementregistration managementlogistics planningcommunication materials draftingattendance trackingpost-event reportingrisk managementschedulingcustomer relationship management
Soft Skills
strong written communicationstrong oral communicationattention to detailorganizational skillsprofessionalismconfidentialitycoordination skillsinterpersonal skillsleadershipteam supervision