Position Summary:
The Events Coordinator is part of the Medical Student Affairs (MSA) team within the Office of Health Sciences Education, School of Medicine, at Vanderbilt University and is a key individual contributor responsible for planning events and assisting with program management. Reporting directly to the Director, the Events Coordinator will work regularly with students, faculty, and other staff in a fast-paced environment to meet the diverse needs of student life and wellness in the MD program.
The Events Coordinator will execute and assist with the major school events and programs, including logistics, marketing and publicity, and budget management. This position will also provide support of various student programs and student organizations’ processes, financial reporting, and inventory management as necessary, interacting with volunteer student leaders on a regular basis.
About the Work Unit:
The Office of Health Sciences Education governs the range of educational activities of the Vanderbilt University School of Medicine, including undergraduate medical education/MD program, graduate medical education, and physician continuing professional development, as well as several advanced degree programs in applied medical fields. Our office serves Vanderbilt University School of Medicine students, house staff, and faculty throughout the continuum of medical education. The office also provides many services that support these academic programs, including education technology and informatics, simulation programs, educator development programs, financial and administrative oversight, student services, and education research resources.
The Office of Medical Student Affairs supports medical student life at Vanderbilt University School of Medicine, providing personal, professional, and academic guidance. MSA works to ensure the success of our medical students as they progress through their training. The MSA team works under the leadership of the Senior Associate Dean of Medical Student and Alumni Affairs and collaborates daily with student volunteer leaders as well as ~400 students enrolled in the Doctor of Medicine program.
Key Functions and Expected Performance:
Oversees all phases of event planning to further the reputation of the School and Office, including: coordination of facilities, A/V, catering, publicity, invitations/RSVPs, presentation/program materials/handouts and volunteers for a variety of well-executed events geared toward a diverse, multi-disciplinary group of participants.Orchestrates major school events (MD College Cup Competition and Cadaver Ball) in conjunction with MD student planning committees.Evaluates program/event histories and monitor trends such as budget considerations, contractual provisions, and planning committee recommendations to consistently improve event success year to year.Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all facets of the logistical operations support of multiple programs and events; negotiates terms, executes, and administers multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures.Assists with the administration of SOM student groups and other University and Medical Center offices, working closely with volunteers in establishing goals and priorities, and, as appropriate, presenting workshops on relevant University policy and procedure (e.g. travel, expense reporting and reimbursement, etc.)Maintains efficient office operations by routinely responding to purchasing requests for a variety of goods and services in support of program via University OneCard and/or Oracle Purchasing, ensuring keen attention to detail and compliance with Vanderbilt University policies and guidelines.Monitors and tracks expenditures and revenue for assigned MSA events and programs to maintain accurate financial records.Supports student organization processes using a wide variety of systems and software to execute financial reporting, event processes, and website maintenance.Serves as first point-of-contact for assigned special projects related to the MD program and perform other duties, as assigned, in support of the overall MSA and OHSE mission.Supervisory Relationships:
This position does not have supervisory responsibility; this position reports administratively and functionally to Director of Medical Student Affairs.
Education and Certifications
A Bachelor’s degree from an accredited institution of higher education and 2 years of experience or the equivalent combination of education and experience is necessary.Experience and Skills:
Prior experience in education or demonstrated leadership in extracurricular activities is preferred.Excellent verbal and written communication skills are necessary.Established computer skills, such as proficiency with Microsoft Office suite, is necessary.Experience with Engage platform, Canva, and Sign-up Genius.Experience with event planning in a professional/graduate school setting.