{"id":1709776,"url":"https://alion.io/job/vanderbilt-university-administrative-operations-coordinator","title":"Administrative Operations Coordinator","company":{"id":18119,"name":"Vanderbilt University","domain":"vanderbilt.edu","url":"https://alion.io/company/vanderbilt-university","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Oracle","truth_index":{"grade":"A","score":89,"open_postings":8,"ghost_share":0,"stale_share":0.625,"repost_share":0,"time_to_fill_p50_days":11,"computed_at":"2026-10-20T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Nashville, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":46000,"max_usd":87000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":1977},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-02T15:09:51Z","employer_posted_date":"2026-10-02","last_verified_at":"2026-10-20T10:09:44Z","board_verified":true,"closed_at":null,"days_open":17,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":17},"description":"Position Summary:\nThe Administrative Operations Coordinator provides essential administrative and operational coordination for the Vanderbilt University Divinity School, with primary responsibility for supporting the Dean’s Office and key School processes and priorities. The position provides administrative support to the Dean and Associate Dean; coordinates the day-to-day administrative operations of the Dean’s Office and shared administrative functions; coordinates faculty actions and related academic personnel processes; supports School procurement activities; and provides coordination and administrative support for projects, initiatives, and emerging priorities.\nThe Administrative Operations Coordinator serves as an important point of connection among School leadership, faculty, staff, and University partners, helping to ensure that administrative processes, projects, and activities move forward effectively and in accordance with established timelines and University requirements.\nThis role requires exceptional organization, attention to detail, sound judgment, and the ability to manage multiple priorities in a dynamic environment. The successful candidate will be comfortable working with both established processes and emerging needs and will bring structure, follow-through, discretion, and effective communication to a broad range of responsibilities.\nAbout the Work Unit:\nThe Divinity School administrators and staff comprise a team committed to excellence in theological education. From different composite areas: admissions, community life, academics, special programming, communications, theological and religious library resources, and development and alumni relations, each person contributes to an innovative and collegial environment. The unit as a whole is committed to the mission of both the University and the Divinity School. We seek to lead the nation in the care, preparation, and professional qualification of our students to the religious and theological professions.\nIn a global and multi-religious world, the Divinity school seeks to fulfill the following objectives:\nto engage in theological inquiry;\nto help persons prepare for the practice of Christian ministry and public leadership;\nto encourage personal and spiritual formation;\nto prepare agents of social justice; and\nto educate future scholars and teachers, locally and globally.\nKey Functions and Expected Performance:\nAdministrative and Operational Support - 40%\nProvides administrative support to the Dean and Associate Dean and coordinates the effective day day-to-day operations of the Dean’s Office, anticipating administrative and operational needs and proactively addressing issues to promote continuity and efficiency.\n\nCoordinates general office operations to promote a professional, organized, responsive, and efficient administrative environment, including management of shared office resources, supplies, mail and deliveries, equipment, and other routine operational needs.\n\nHelps maintain the operational readiness of administrative and shared faculty spaces by monitoring office and hospitality supplies, equipment, and service needs and coordinating routine troubleshooting or resolution with appropriate University partners.\n\nCoordinates calendars, meetings, appointments, and other scheduling needs, including meetings involving faculty, staff, students, University leaders, and external constituents.\n\nCoordinates meeting and event logistics, including preparing agendas and materials, reserving space, arranging technology or other resources, documenting action items, and supporting appropriate follow-up.\n\nDrafts, edits, formats, and distributes correspondence, presentations, reports, and other materials.\n\nServes as a resource to faculty and staff regarding routine administrative and operational processes, practices, and office procedures, resolving or appropriately escalating questions as needed.\n\nCoordinates and prioritizes routine administrative and operational activities performed by Dean’s Office student workers, helping ensure appropriate coverage and completion of assigned tasks.\n\nCompletes or coordinates additional administrative and operational projects as needed, including records organization, document preparation and distribution, and other activities that support the effective functioning of the School.\n\nManages the flow of information and inquiries to and from the Dean’s Office, appropriately routing requests and facilitating a professional and responsive experience for faculty, staff, students, visitors, and other constituents while exercising judgment regarding priorities and confidentiality.\n\nFaculty Actions and Academic Personnel Coordination - 10%\nCoordinates and tracks faculty actions and related academic personnel processes for the Divinity School, helping to ensure required activities, documentation, reviews, and approvals are completed accurately and within established timelines.\n\nMaintains calendars, tracking systems, records, correspondence, and supporting documentation for faculty actions and other recurring faculty processes.\n\nCoordinates the collection, organization, and routing of materials required for faculty actions, working with School leadership, faculty, and appropriate University offices.\n\nMonitors deadlines and outstanding items, communicates requirements and next steps to appropriate stakeholders, and provide follow-up to facilitate timely completion.\n\nPrepares, organizes, and maintains correspondence, forms, supporting materials, and records associated with faculty actions.\n\nServes as an administrative point of coordination between the Divinity School and relevant University offices regarding faculty processes, policies, procedures, and documentation requirements.\n\nMaintains appropriate confidentiality and exercises discretion in handling sensitive faculty and personnel information.\n\nAssists School leadership with reports, status updates, and other information needed to monitor faculty actions and related processes.\n\nProcurement and Financial Administration - 20%\nAssists with travel arrangements and serves as an expense delegate to the Dean and Associate Dean of Academic Affairs and processes travel expenses, in a timely and accurate manner, to ensure prompt reimbursement.\n\nServes as Guest Travel Coordinator for guests of the leadership team and faculty.\n\nMaintains ownership of Vanderbilt purchasing card (One Card) for businesspurchases and processing expenses in compliance with the Divinity School and University policies and procedures.\n\nServes as Purchase Requestor for general operations of VDS (i.e., office supplies, faculty requests, VDS related invoices, building maintenance, etc.), initiating and processing purchases of goods and services, working with faculty, staff, vendors, and University offices to obtain required information and documentation.\n\nTracks purchasing requests and transactions from initiation through completion, following up on outstanding approvals, documentation, orders, invoices, or other items as needed.\n\nCoordinates with appropriate financial and administrative partners to resolve routine purchasing, payment, supplier, and documentation issues.\n\nSupports effective stewardship of School resources by promoting timely, accurate, and policy-compliant procurement practices.\n\nProject and Initiative Coordination - 30%\nProvides coordination and administrative support for projects, initiatives, and priorities undertaken by the Divinity School and its leadership.\n\nDevelops and maintains project plans, timelines, task lists, documentation, and other tools to support effective implementation and follow-through.\n\nTracks project activities, deadlines, decisions, and deliverables and communicates with responsible parties to help ensure work progresses as planned.\n\nGathers, organizes, and synthesizes information from multiple sources to support planning, decision-making, reporting, and implementation.\n\nCoordinates meetings and communications associated with projects and initiatives, including preparing materials, documenting decisions and next steps, and monitoring follow-up.\n\nCollaborates with Divinity School faculty and staff and with partners across Vanderbilt to facilitate work that crosses functional or organizational areas.\n\nIdentifies administrative needs, process gaps, and opportunities to improve coordination and recommends practical solutions.\n\nSupports special projects and emerging priorities as assigned, adapting responsibilities as the needs and priorities of the School evolve.\n\nSupervisory Relationships:\nThis position provides day-to-day supervision and work direction for Dean’s Office student workers. This position reports administratively and functionally to the Dean of the Vanderbilt Divinity School.\nEducation and Certifications:\nA Bachelor’s degree from an accredited institution of higher education is necessary.\n\nExperience and Skills:\nAt least 3 years’ directly relatable experience is necessary.\nRelevant experience in administrative operations, program or project coordination, or a related professional setting; experience in higher education or another complex organization is preferred.\nDemonstrated ability to organize and coordinate multiple activities, processes, priorities, and deadlines with a high degree of accuracy and attention to detail is necessary.\nStrong written and verbal communication skills, with the ability to interact professionally and effectively with a wide range of internal and external constituents is necessary.\nDemonstrated ability to exercise sound judgment, discretion, and professionalism when handling sensitive or confidential information is necessary.\nAbility to work independently, take initiative, anticipate needs and next steps, and follow assignments and processes through to completion is necessary.\nStrong interpersonal and collaborative skills, including the ability to develop productive working relationships with faculty, staff, leadership, students, and University partners is necessary.\nAbility to adapt to changing priorities and emerging needs and bring structure and organization to work that may involve multiple stakeholders or evolving requirements is necessary.\nExperience with or demonstrated ability to learn administrative processes related to areas such as faculty or academic personnel actions, procurement, financial administration, and project coordination is necessary.\nProficiency with standard office productivity and collaboration tools and the ability to learn and effectively use University administrative, financial, and information systems is 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