Operations Coordinator (10007452)

Position Summary
The Operations Coordinator provides operational,
financial, and programmatic support to the Office of Undergraduate Education (OUE), with primary responsibility for coordinating financial,
administrative, and project management workflows. This role carries out critical processes that sustain OUE’s mission, requiring exceptional
attention to detail, accuracy, and cross-unit coordination.

The coordinator oversees high-volume study abroad financial
workflows-including invoice processing, payments, reconciliations, and international health insurance enrollments-in close collaboration
with the International Experiences & Global Learning team, finance officers, and Procurement.
Beyond financial operations, the Operations
Coordinator provides administrative and logistical support to OUE leadership, including calendar and travel management, event coordination,
and office operations. Acting as a key point of contact for internal and external stakeholders, the coordinator represents OUE on committees
and cross-campus working groups, contributes to recruitment and onboarding efforts, and coordinates signature initiatives such as the Keegan
Traveling Fellowship alongside other experiential learning and faculty-led programming.

Across all areas, this role is entrusted with
sensitive and confidential matters, exercising sound judgment, discretion, and professionalism. The position demands adaptability, a strong
operational mindset, and the ability to anticipate needs, balance multiple priorities, and deliver accurate, efficient, and compliant
processes that advance the mission of the Office of Undergraduate Education.

About the Work Unit
The
Provost’s Office of Undergraduate Education (OUE), led by the Vice Provost for Undergraduate Education, empowers students to enrich their
academic journeys through transformative educational opportunities. OUE supports more than 7,000 undergraduate students at Vanderbilt by
creating pathways for immersive experiences, hands-on research, global engagement, and other high-impact learning opportunities that extend
beyond the classroom. Through its programs, OUE fosters curiosity, collaboration, and innovation, encouraging students to generate new
knowledge, pursue inquiry, and develop the skills needed to address complex challenges and make meaningful contributions in a rapidly
changing world.

In addition to advancing the student academic experience, OUE is dedicated to building strong partnerships across the
University. Faculty and staff work together to design and support programs that provide undergraduates with opportunities for intellectual
growth, personal exploration, and professional development. These efforts include major campus-wide initiatives such as Immersion
Vanderbilt, Study Abroad, Keegan Traveling Fellowship, the Live. Learn. Lead. Symposium, along with faculty-led programming.

OUE also
plays a vital role in coordinating resources, services, and communications that help students thrive throughout their time at Vanderbilt. By
supporting experiential learning, professional development, and programmatic initiatives, OUE strengthens the undergraduate experience in
alignment with Vanderbilt’s mission of preparing students to lead and excel. The office is committed to fostering a community of
collaboration and shared purpose among faculty, staff, and students, ensuring that resources and opportunities are accessible, effective,
and responsive to the needs of the campus community.

Key Functions and Expected
Performance

Financial and Accounts Management

• Carries out all financial processes for study
  abroad and experiential learning initiatives, including invoice processing, payments, reconciliations, and international health insurance
  enrollments.
• Coordinate student receivables for study abroad and other OUE programs-overseeing account adjustments, billing cycles,
  refunds, and charges-in partnership with the Assistant Director of Operations & Strategic Initiatives.
• Track aging payables, resolve
  vendor disputes, and ensure timely and compliant payments in coordination with college finance officers and Procurement.
• Oversee and
  regularly update fee structures for study abroad programs across multiple academic terms, ensuring accuracy and alignment with institutional
  policies

Project Management and Resource Procurement

• Coordinate the end-to-end administration of
  departmental financial transactions, including payments, reimbursements, requisitions, purchase orders, and One Card processing through
  Oracle in accordance with university policy
• Carries out logistics for OUE programmatic initiatives, including experiential learning
  activities, faculty-led programming, and professional development opportunities.
• Leverage Microsoft Outlook, Excel, PowerPoint, and
  related systems to manage information workflows, develop high-impact presentations, and monitor progress on projects to ensure alignment
  with organizational priorities.

Talent and Office Operations

• Coordinate recruitment, selection, and
  onboarding processes for new staff and student workers, liaising with HR, VUIT, and hiring managers to ensure smooth
  transitions.
• Submit and track facilities and IT requests to maintain seamless office operations and a high-functioning work
  environment.
• Represent the Office of Undergraduate Education on designated university committees and working groups, contributing to
  cross-campus collaboration.

Administrative Support

• Serve as the operational liaison for OUE leadership,
  managing complex calendars, committee schedules, and high-level internal and external engagements.
• Plan, coordinate, and execute
  travel arrangements for senior leadership and external stakeholders, functioning as expense delegate and ensuring compliance with university
  policies.
• Serve as Guest Travel Coordinator for visiting scholars, speakers, and other external partners, managing all aspects of
  their visit.
• Manage shared inboxes and triage communications for OUE programs, routing inquiries and escalating issues as
  appropriate.

Confidentiality and Discretion

• Manage sensitive and confidential matters with a high level of
  discretion, judgment, and professionalism.
• Maintain confidentiality related to personnel, academic, financial, legal, and strategic
  matters discussed within the Office of Undergraduate Education.

Supervisory Relationships

This position
does not have supervisory responsibilities. The Operations Coordinator reports directly to the Senior Director of Operations and Strategic
Initiatives and works in close collaboration with the Assistant Director for International Experiences and Global
Learning.

Education and Certifications

• A bachelor’s degree or equivalent work and/or military experience is
  required.
• A minimum of 2 years of progressively responsible administrative experience supporting senior or executive-level leaders
  is required. 4 years of experience is preferred.
• Prior experience in higher education or within a large, complex organization is
  strongly preferred.

Experience and Skills

• Excellent written and verbal communication skills.
• Strong
  organizational and time management skills, with the ability to manage multiple priorities under tight deadlines.
• Demonstrated
  ability to exercise sound judgment, discretion, and tact in handling sensitive matters.
• Advanced attention to detail and accuracy,
  particularly in managing financial transactions, reconciliations, and compliance-related processes.
• Strong financial skills,
  including experience with invoices, payments, account reconciliations, and student receivables.
• Proficiency with Microsoft Office
  Suite (Outlook, Word, Excel, PowerPoint) and collaboration platforms such as Zoom and Teams.
• Openness to the use of AI to streamline
  workflows and enhance work efficiency.
• Strong people skills and the ability to work independently and as part of a collaborative
  team.
• Demonstrated ownership of small but impactful operational details, which elevate the overall experience and effectiveness of
  the office.
• Consistently maintains a positive, welcoming, and professional demeanor in all interactions, contributing to a collegial
  and supportive office environment.

About Us

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.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a
protected veteran, or any other characteristic protected by law.

Job Info

• Job Identification 10007452
• Posting Date 10/16/2025, 10:11 AM
• Locations Nashville, TN, United States (On-site)
• Job Schedule Full time
• Job Category University Operations
• Job Function Administrative Support
• Management Level Individual Contributor 1