Office Coordinator

Position Summary
The Office Coordinator is a key individual contributor responsible for supporting the operational activities of the Career Center. The Office Coordinator serves as an initial point of contact for all external constituents, including but not limited to recruiters, Vanderbilt alumni, and family members at the Career Center. This position works closely with constituents of various industries to schedule recruiting programs and activities. Additionally, this position supports general operations for the full Career Center team. This position reports directly to the Director of Operations and Strategy and administratively supports the Executive Director of Employer Relations & Experiential Learning.

The expectation is that this role works Monday-Friday from 8am-5pm in the office. Some weekends and evenings will be expected.

About the Work Unit
Career Advancement and Engagement (CAE) connects Vanderbilt students with meaningful career opportunities through advising, experiential learning, employer partnerships, and industry engagement. The division is transitioning to a pathway-based model that integrates advising, experiential learning, and employer engagement across key industries. Within this structure, industry pathway leaders guide preparation for specific sectors while collaborating closely with employer relations teams responsible for developing and managing employer partnerships. This integrated model helps students translate academic learning into professional opportunities while strengthening Vanderbilt’s relationships with employers and industry leaders.

Key Duties and Responsibilities

• Coordinate with the Office Manager to manage the front desk and office operations including greeting Career Center guests, answering the center’s phone line, etc. 
• Serve as backup support to Office Manager for all operational tasks, including purchasing, physical space management, etc. 
• Coordinate with the Office Manager to maintain a centralized project list and expectations for student workers.
• Manage room reservations for employer and staff facing events
• Assist Executive Director, Employer Relations and Experiential Learning with scheduling and coordinating meetings, while applying good judgement in determining priorities
• Manage the Career Center Recruiting Calendar, including coordinating recurring and committee meetings, employer events and on-site interviews.
• Manage Handshake account approvals (for employers, alumni, and family members), job and internship postings, employer hospitality, and data entry. 
• Manage career fair support for employers, including registration approvals and sending employer logistic information.
• Manage Information Sessions requested through the Career Center. This includes building and maintaining relationships with campus events contacts and coordinating all aspects of the events within Handshake.
• Provide administrative support across the VandyQuest (VQ) CRM platform, specifically relating to event management and account input and management. 
• Communicate events and programs with Alumni presence via the Handshake platform.
• Oversee and execute the Interviewing program for the Career Center. This includes reviewing requests and approving in Handshake and communicating with employers hosting interviews (either in-person or virtually).
• Provide support setting up employer conversations with Employer Relations team members, including hosting a weekly new employer recruiting orientation overview.
• Provide onboarding training and support for employer relations Handshake functions.
• Provide event support at Career Fairs, Information Sessions, and additional programming as needed
   

Supervisory Relationships
This position may supervise student workers. This position reports administratively and functionally to the Director of Operations & Strategy.

Qualifications 

• High school diploma plus three years related experience in higher education setting required. Bachelor’s degree with related experience preferred.
• Consistently pleasant greeting style and friendly, helpful nature.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills; strong interpersonal and presentation skills.
• Strong initiative, with the ability to work independently and as part of a team.
• Ability to maintain confidentiality of records and information.