Program Coordinator, Immersion Vanderbilt Outreach

Immersion Vanderbilt is seeking an energetic, creative, and collaborative individual in events planning to lead the development and execution of events that range from large conference-style events to small workshops. This role also develops and implements a comprehensive communication plan about events and Immersion more generally. Immersion Vanderbilt is a form of experiential learning, in which undergraduates have opportunities to engage in hands-on learning experiences that transcend the traditional classroom. As part of this innovative initiative, each student participates in a customized, mentored experience that culminates in the creation of a final project. Immersion is a cross-campus collaboration, so a collegial, creative, and well-organized team member will be a great fit for this role. The Immersion office serves as the central hub to synchronize efforts across Vanderbilt's schools and colleges. By providing streamlined support and communication, the office ensures that both students and faculty have access to the resources they need to bring these transformative learning experiences to life. 

Key responsibilities include: planning and implementing events for Immersion; building interdisciplinary partnerships by meeting with campus partners; provide support for students, faculty, and staff on administrative functions of award applications and funding for experiences and culminating projects; providing guidance and serving as a point of contact for students in Immersion Vanderbilt. The position will collaborate broadly across the University and beyond, working with faculty, colleges/schools, staff, and campus partners to advance the mission of Immersion Vanderbilt. This position is integral to facilitating transformative learning opportunities for Vanderbilt students through the Immersion Vanderbilt initiative.

Immersion Vanderbilt provides a unique opportunity for Vanderbilt students to pursue their interests through a hands-on, mentored experience inside and outside the classroom. Immersion Vanderbilt culminates with a tangible final project, such as a work of art, an op-ed piece in a newspaper, a thesis, a web app, a musical performance, or a prototype, among many other products. This work unit facilitates these transformative student experiences, supporting learners as they engage with mentors, apply classroom knowledge, and create novel products that demonstrate their learning and contributions. This office plays a vital role in providing Vanderbilt students with unparalleled opportunities for experiential learning, personal growth, and real-world impact.

Through Immersion Vanderbilt, students can explore diverse experiential learning pathways such as study abroad; internships; civic and community engagement; research; innovation, arts and creativity; and leadership and professional development. 

Key Functions and Expected Performance:

• Lead the development of an annual strategic schedule of events and comprehensive communication plan, in close collaboration with the team. This includes:
  • Determining appropriate staffing needs for events in coordination with office leadership.
  • Planning the marketing, communications, and logistical details for each event.
  • Executing the communication plan by keeping the team on track with sending communications and assisting with creation as needed.
• Manage and oversee all event logistics, including coordinating marketing and promotion for the event, reserving event spaces, arranging catering, making necessary purchases, and addressing other related event needs. 
• Serve as primary point of contact for event planning, developing relationships with campus partners and vendors. 
• Maintain close connection with Printing Services to coordinate event marketing, poster printing, and other services.
• Develop expertise in communication and marketing software including Adobe Portfolio, Canva, Emma, and social media management tools; work with vendors on training, feature updates, and issue resolution.
• Collaborate with the Communications Manager for Undergraduate Education to ensure alignment and maximize the reach and impact of Immersion Vanderbilt events and communications.
• Track and maintain the online presence of Immersion Vanderbilt, including student highlights, program updates, and funding announcements.
• Compile event data such as attendance, costs, logistics, and presenters.
• Coordinate with VU photography to document the events and student experiences, some of which can be used for marketing purposes.
• Assist with materials and website content for the Nichols Humanitarian Fund, including collecting content from awardees and compiling the booklets for the donor.
• Collect donor impact statements from awarded students for all administered funds.
• Maintain a database of student stories using various metrics, in collaboration with office leadership, to promote Immersion Vanderbilt across communication channels.
• Manage and maintain the social media presence for the office and Immersion Vanderbilt program.
• Coordinate and publish the weekly student newsletter; maintain recipient email list.
• Maintain and upgrade current communications tools such as Trello, Mainstay, and Emma; assess the efficacy and make recommendations for continued improvement.
• Track usage statistics for communications, and other office platforms, and report finding to internal office leadership.
• Ensure compliance with Vanderbilt University policies and guidelines.
• Recommend improvements to internal systems and processes.
• Apply critical thinking as needed within the scope of responsibilities, research issues/questions related to student funding, and communicate information to leadership in a timely and effective manner. 
• Ability to exercise sound judgment and effectively handle multiple projects simultaneously in a fast-paced, deadline driven environment. 
• Collaborate with office staff on assigned projects.
• Complete special projects and other duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Associate Director of Funding, Assessment, and Programming.

 Qualifications:

• Bachelor’s degree from an accredited institution of higher education is necessary; Master’s degree in a related field is preferred.
• A minimum of three years of relevant experience is necessary.
• The ability to handle confidential material and maintain confidential communications is necessary.
• Self-motivation, with a positive and problem-solving attitude is necessary.
• The ability to work independently and as part of a team is necessary.
• The ability to work effectively with a wide range of constituencies in a diverse community is necessary.
• Strong organizational and planning skills, ability to multi-task and meet deadlines is necessary.
• Self-motivation with a positive and professional approach is necessary.
• Excellent organizational, communication, and time management skills are necessary.
• The ability to prioritize and effectively multitask is necessary.
• Excellent written and verbal communications skills are necessary.
• The ability to work quickly and accurately under pressure is necessary.
• A high level of professionalism and maturity is necessary.
• Proficiency with Microsoft Excel, Word, and Outlook/Office 365 is necessary.
• Demonstrated aptitude for processes, detail-oriented work, and database management is strongly preferred.
• Demonstrated experience working in a team-oriented environment is strongly preferred. 
• Previous experience on a university campus is preferred.