Administrative Coordinator at Vanderbilt University in Nashville, TN

Job description

Position Description The Administrative Coordinator works in the Wond’ry, Vanderbilt University’s Center for Innovation and Design, and is a key individual contributor who supports day-to-day administrative and operational activities for the Wond’ry. Reporting directly to the Director of Operations, the Administrative Coordinator serves as an initial point of contact for a variety of internal and external constituents, including but not limited to students, faculty, Vanderbilt alumni, industry collaborators, local businesses, and members of the broader innovation ecosystem, creating positive interactions with all guests and constituents. This position also serves as a primary point of administrative contact and liaison with faculty, staff, and other offices on campus and requires a high level of skill in customer service, written and verbal communication, and building relationships within and outside of the university. As a front-facing representative of the Wond’ry, the Administrative Coordinator supports the Wond’ry’s external communications across multiple channels, including tours, website, newsletter, social media, and other outreach activities. This position also coordinates multiple activities in support of the Wond’ry, including office and space operations, inventory, events, routine procurement, meetings, and program support. The Administrative Coordinator is expected to be well-versed in university policies and procedures and to contribute ideas and insights into improving the Wond’ry’s workflow, communications, guest experience, and operational efficiency. The Center’s hours are generally 9:00am – 6:00pm. Occasional nights and weekend days may be needed. This is a student- and community-facing office and in-person position. Hours and working arrangements have some flexibility during student breaks and summer semester. About the Work Unit: The Wond’ry is Vanderbilt University’s Center for Innovation and Design, where people and ideas come together to explore possibilities, solve meaningful problems, and create positive impact. Serving students, faculty, and staff across every college and school, the Wond’ry connects disciplines, perspectives, and communities through immersive learning to make innovation more accessible and actionable across the university and beyond. Through programs, resources, funding, mentorship, and hands-on experiences, the Wond’ry helps people develop ideas, build creative confidence, strengthen design and systems-thinking capabilities, and translate insights into action. Our work spans disciplines, sectors, and stages of the innovation journey—from early exploration and experimentation to developing and advancing new solutions. As an outward-facing, service-oriented organization, we seek collaborative, curious, and adaptable team members who bring diverse experiences and perspectives and are energized by helping others learn, connect, experiment, and make meaningful progress. Key Functions and Expected Performance: 1. Front Office, Guest Experience & Outreach a. Serve as the first point of contact for the Wond’ry, staffing the front desk and providing a welcoming, professional experience for all visitors. b. Triage inquiries received in person, by phone, and through the Wond’ry’s shared email inbox. Provide information about Wond’ry programs, resources, events, and opportunities. c. Maintain a working knowledge of Wond’ry programs, events, resources, and activities in order to accurately communicate information to students, faculty, staff, external partners, and members of the broader innovation and Vanderbilt community. d. Lead tours of the Wond’ry for prospective students, partners, visitors, and other groups. e. Act as the Wond’ry’s ambassador at student organization events and other onand off-campus community events. Coordinate the calendaring of solicited events and volunteers when needed. 2. Operations, Facilities & Event Coordination a. Maintain a clean, organized, and welcoming environ