Events Coordinator, Dialogue Vanderbilt (TERM) presso Vanderbilt University
Vanderbilt University · Nashville, Stati Uniti d'America · Onsite
- Professional
- Ufficio in Nashville
NOTE: A Term position is a staff position that exists for a period longer than six months but is not expected to last beyond one year. Although a position may exist for a specified or indefinite period, staff who accept term positions are not guaranteed employment for the entire period; they are employed for indefinite periods within the limit of the appointment. There are no guarantees of continued employment, either within the term or when the term ends.
Position Summary
Dialogue Vanderbilt is a university-wide initiative dedicated to advancing civil discourse, pluralism, and open dialogue on campus and beyond. Through student-led programming, events, partnerships, and national convenings, Dialogue Vanderbilt is shaping a model for how communities can engage across differences with curiosity, courage, and respect.
The Event Coordinator will play a key role in bringing Dialogue Vanderbilt’s mission to life by planning, coordinating, and executing events that foster open conversation, civil discourse, and community connection. From intimate dialogues to large-scale gatherings, this role ensures every event is thoughtfully designed, logistically sound, and aligned with Dialogue Vanderbilt’s values and goals.
The ideal candidate is highly organized, collaborative, detail-oriented, and passionate about creating meaningful experiences that shape the future of leadership and civic engagement.
This role reports to the Executive Director and works closely with the Dialogue Vanderbilt team and our Student Advisory Board.
Key Responsibilities
Event Planning & Execution:
Coordinates all aspects of DV events, including space reservations, catering, A/V, guest travel, set-up, and staffing.
Analyzes event needs and works with the DV Marketing team and student advisory board to apply marketing strategies that promote the event effectively.
Serves as the on-site lead during events, ensuring seamless execution and a welcoming environment.
Maintains an annual event calendar and production timelines in collaboration with the Director and student leaders.
Student & Stakeholder Collaboration:
Coordinates closely with DV’s Student Advisory Board and faculty/staff collaborators to conduct moderately complex planning for engaging student led event.
Liaises with campus partners (MarComm, Events, Dining, Facilities, etc.) and off-campus vendors to ensure smooth operations.
Coordinates with speakers and guests to ensure exceptional hospitality and preparation.
Logistics, Systems & Communication:
Manages event registrations, RSVPs, guest lists, nametags, and feedback surveys.
Controls and tracks budgets and expenses related to events.
Develops planning checklists, run-of-shows, and post-event summaries to document processes and outcomes.
Provides input for light copywriting (e.g., event blurbs, invitations, speaker bios).
Qualifications:
Bachelor’s degree required
Must have 3+ years’ experience in event coordination,
Strong project management and organizational skills
Excellent interpersonal and written communication
Experience working with students and/or in university settings a plus
Creative problem-solver who can manage multiple projects with calm and care
Interest in civil discourse, pluralism, leadership, and democracy is a bonus
Working Conditions:
Fast-paced, deadline-driven environment with multiple concurrent priorities.
May require occasional evening or weekend work to meet critical project deadlines.
Company
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.
