Project Coordinator for Communications - Vanderbilt University

Position Summary:

The Communications Team in the Office of Undergraduate Admissions (OUA) manages all outgoing communications from the Admissions office, and the project coordinator will provide overall organization and serve as the primary project coordinator for all projects undertaken by the Team. The project coordinator responsibilities include developing timelines for all communications projects and managing timelines so that projects are completed on deadline. Projects include print, email, website, social media, presentations, guidebooks, and platforms. This position will convene meetings of the Communications Team and of other Admissions members and university partners as appropriate for each project. In addition, this position will assist with other communications-related tasks including inventory management, data tracking and analysis, and CRM support. Understanding the team’s strategic direction and goals will be important so that this position can include these objectives as project timelines are established, meetings are convened, and other communications functions are completed. Acting as part of the Communications Team, this position requires writing and editing proficiency.



About the Work Unit:

The Office of Undergraduate Admissions at Vanderbilt University is a critical unit within University Enrollment Affairs that contributes greatly to the entire Vanderbilt community. Its mission is to recruit, select, and enroll a diverse cohort of degree-seeking first-year and transfer students who are intellectually curious, academically talented, and socially engaged. The Office consists of a team that includes the Executive Director, an experienced group of admissions officers, and a well-seasoned support staff engaged in marketing Vanderbilt globally. To accomplish this, members of the OUA team travel both domestically and abroad to conduct high school visits, attend college fairs, and do speaking engagements. The Office communicates systematically with hundreds of thousands of prospective students through traditional printed publications, the web, and other social media channels, and serves as the first point of contact for members of the public interested in VU.

OUA fully supports the concepts of diversity, equity, and inclusion, and is committed to the belief that equity and social justice must be accorded to all. The Office also believes that a part of its responsibility is to contribute to a diverse university community where students, staff, and faculty of differing backgrounds, viewpoints, and life experiences learn about and from each other in classroom settings as well as throughout the entire campus. It strives to ensure that the composition of OUA staff reflects its commitment to these values.



Key Functions and Expected Performance:

• Schedule and organize project meetings, preparing agendas and taking detailed minutes

• Share out minutes from meetings, including next-step actions

• With other Communications Team members, develop project timelines

• Manage project timelines and information in project management tool, making appropriate task assignments and establishing due dates

• Track project milestones and deliverables, ensuring projects are progressing on schedule

• With leadership from other Communications Team members, communicate with project members as needed to ensure deadlines are met

• Serve as a point of contact for internal stakeholders involved in communications projects

• Help analyze project performance and gather feedback to improve future projects

• Maintain detailed project documentation and generate reports as needed

• Identify opportunities to streamline workflows and enhance the efficiency of the Communications Team

• Assist in developing and documenting standard operating procedures for project management and communication practices

• Coordinate the review and approval process for communications materials, ensuring consistency with Vanderbilt University’s brand guidelines.

• Support the functions of the Communications team, acting as a backup for other team members.

• May be called on to use Word, Excel, PowerPoint or other appropriate software.



Supervisory Relationships:

This position has no supervisory responsibilities. This position reports functionally and administratively to the Manager of Marketing and Communications.



Education and Certifications

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

• At least one year of related work experience is required.



Experience and Skills:

• Proficiency in project management software (e.g., Asana, Trello, Monday, Microsoft Project) is strongly preferred.

• Familiarity with digital marketing tools and platforms (e.g., CMS, CRM, social media) is required. Proficiency with Slate and the Adobe suite is preferred.

• Experience with the Microsoft Office suite is required.

• Proficiency in writing, editing and proofing is required.

• Strong professional organization skills and attention to detail is required.

• Strong communication skills and comfort interacting with university partners and other professionals of all levels is required.

• Ability to work independently and as part of a team in a fast-paced environment is required.


Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.