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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

2. Serve as the first point of contact for the Wond’ry, staffing the front desk and providing a welcoming, professional experience for all visitors.

3. 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.
4. 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.
5. Lead tours of the Wond’ry for prospective students, partners, visitors, and other groups.

6. Act as the Wond’ry’s ambassador at student organization events and other on- and off-campus community events. Coordinate the calendaring of solicited events and volunteers when needed.

7. Operations, Facilities & Event Coordination

8. Maintain a clean, organized, and welcoming environment across shared spaces (outside of general maintenance provided by building services), including front desk, meeting rooms, and common areas.

9. Monitor and restock inventory of office, breakroom, event, and swag supplies; maintain inventory of materials and reorder as necessary.
10. Maintain accurate inventory records for Wond’ry computers, software, and other assigned equipment and coordinate updates as needed.
11. Accept, process, and distribute deliveries and mail that arrive in the Wond’ry.
12. Prepare spaces for daily use and special requests, including furniture arrangement and general upkeep.
13. Maintain the Wond’ry’s primary calendar of events, including making room reservations and updating public calendar displays, including flyers and digital signage.
14. Lead in the planning and execution of events, including reservations, space layout, catering, supply coordination, and IT. Coordinate volunteers as needed.

15. Maintain assigned records of Wond’ry visitors, tours, outreach activities, and other engagement activities in Airtable and other designated systems.

16. Financial, Procurement & Administrative Compliance

17. Act as primary purchase requestor for the department in the procurement of routine supplies, equipment, and food/beverages using the appropriate procurement method.

18. Process Wond’ry payments, reimbursements, purchase requisitions, and OneCard transactions through Oracle as assigned, in accordance with university policies.
19. Maintain a thorough knowledge and understanding of university financial policies and procedures related to areas such as travel, procurement, and business expenses to ensure compliance and proper stewardship of university resources. Keep staff and Wond’ry leadership up to date on relevant policy changes.

20. Serve as Guest Travel Coordinator to support all facets of guest travel on an as-needed basis.

21. Communications, Marketing & Digital Content

22. Produce the Wond’ry newsletter once monthly, including writing and editing content, gathering and collating contributions from Wond’ry staff, selecting and organizing relevant images and information, and managing recipient lists.

23. Update and maintain Wond’ry website content, including writing and editing routine content and maintaining the accuracy and timeliness of program, event, resource, and general Wond’ry information.
24. Support the Wond’ry’s social media presence by developing, drafting, and scheduling routine social media content that promotes Wond’ry programs, events, resources, opportunities, and activities and highlights the Wond’ry community.
25. Capture photographs and other basic visual content documenting Wond’ry programs, events, visitors, spaces, and activities for use across social media, the Wond’ry website, newsletters, presentations, and other communications.
26. Provide design support and creation, editing, organization, and management of photographs, images, graphics, marketing materials, and other Wond’ry content for social media, web, newsletter, and other communications.
27. Write, edit, format, and proofread routine Wond’ry communications and materials for a variety of audiences and communication channels, maintaining a consistent, professional, and engaging voice.
28. Maintain organized digital communications assets, including photographs, graphics, templates, and other Wond’ry content, on the Wond’ry’s Box Cloud account, Vandy Visions website, and other designated platforms.

29. Ensure communications and digital content adhere to applicable university brand, accessibility, and communications standards.

30. Program, Data & Administrative Support

31. Assist staff and faculty with program setup and coordination.

32. Support onboarding and offboarding staff and students with Wond’ry technical platforms, including Slack and Airtable, space, purchasing procedures, and other operational knowledge shares.

33. Maintain annual compliance of system usage to keep administrative platforms updated and financial records accurate.

34. Perform other duties as assigned

35. Support operational and administrative aspects of any of the following initiatives based on available time and personal interests:
    i. Corporate partnerships
    ii. Professional development programs

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Director of Operations of the Wond’ry.

Education and Certifications:

A Bachelor’s degree from an accredited institution of higher education is required.

Experience and Skills:

• One to three years of transferable experience is required, particularly in content creation or office management.
• Demonstrated celebration of and commitment to inclusivity, diversity, equity, and accessibility.
• Extremely well organized with excellent time management skills and the ability to handle multiple tasks at once successfully.
• Excellent interpersonal skills, with an ability to interact fluidly with the many different individuals and organizations that will contact and work with the Wond’ry.
• Excellent written and verbal communication skills, with the ability to communicate clearly, professionally, and engagingly with a variety of internal and external audiences.
• Content creation experience is preferred, specifically experience writing and editing content for digital communications, such as websites, newsletters, social media, or similar platforms, capturing and editing photographs for digital communications; and basic graphic design is preferred. An interest in developing professionally in these areas is necessary.
• Ability to learn and communicate information about a broad range of Wond’ry programs, resources, events, and opportunities.
• Experience navigating University policies and procedures, with a desire to expand and deepen their knowledge and experience.
• Proficient in office software tools (e.g., Microsoft Excel, Word, PowerPoint) and comfortable learning and using software tools for communications, digital content, and office operations.
• Comfort with event logistics, including vendor coordination and day-of-event execution, is strongly preferred.
• Flexible with job expectations and schedule in an office that is on the cutting edge of innovation.
• Willing to jump in wherever needed with a solutions-focused mindset.
• Willingness to speak and engage with people is necessary.