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Events at Vanderbilt Graduate Assistant

Department:
Dean of Students

Primary Contact: Sara Cope

Position Summary:

The Events at Vanderbilt Graduate Assistant is part of the Events at Vanderbilt/Student Centers Department in the Dean of Students division at Vanderbilt University.  The Events at Vanderbilt Graduate Assistant will support the activities and functions of the Vanderbilt Student Centers.  They will primarily guide the student development of undergraduate student employees who work for Events at Vanderbilt and manage all aspects of event management from creating a reservation through on-site execution.

Time Commitment:

The position will begin in August 2019 and last for 9 months.  Continuation of the assistantship will depend upon satisfactory performance of your assigned duties and progress toward your degree. You will be expected to work 20 hours per week excluding university breaks. This may include some evening and weekend hours.

About the Work Unit:

The Events at Vanderbilt Office manages events, event spaces and facilities across campus.  Our team includes event managers, audio/visual technicians, facilities managers and student staff.  We work as a team to create successful events for our clients and guests in our facilities.  We work with an array of clients including Vanderbilt student groups, departments and the greater Nashville Community, and many more.  The events we manage range from small meetings to large-scale events including weddings, conferences and student performances.

About the Office of the Dean of Students

The Office of the Dean of Students serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service by fostering academic and social networks through which students develop as intentional learners and global citizens. The Office of the Dean of Students creates opportunities to involve students, faculty and staff in diverse learning communities and provides a critical support structure for enriching the overall student experience. We achieve these ends through strategic alignment, both internally and in concert with other university departments. We care deeply. We educate completely. We lead with excellence. Diversity, equity, inclusion, and mental health are top priorities for the institution and by extension the offices of the Dean of Students. Our staff are committed to continued growth in knowledge, awareness, skills, and experience engaging with these priorities in a higher education environment.

Key Functions and Expected Performance:

Student Development

  • Co-supervise undergraduate student employees, including scheduling work shifts, leading staff meetings, training new employees, and conducting one-on-one meetings
  • Contribute to the development of undergraduate student employees by serving on the training committee to plan fall training and ongoing professional development opportunities
  • Assist in the recruiting and hiring of a diverse staff of undergraduate student workers, including reviewing applications, hosting interviews, and managing onboarding and new hire paperwork
  • Coordinate student staff recognition and aid in community building activities

Event Management

  • Manage all aspects of hosting large-scale events, including, but not limited to: logistics, staffing needs, housekeeping requests, plant operations requests, outside rentals, security, and invoices
  • Participate in the facilities management of the Student Centers by routinely walking buildings, maintaining closets and inventory, and reporting damage/submitting work orders when necessary
  • Set up, troubleshoot, and run basic A/V equipment in meeting spaces and event spaces as needed
  • Provide excellent customer service to clients and visitors

Professional Growth

  • Actively participate on the Events at Vanderbilt team by attending weekly staff meetings, meeting bi-weekly with supervisor and assisting with office initiatives and programs
  • Participate in professional development opportunities such as webinars or conferences in order to stay current in the field of student unions, student affairs, or event management
  • Participate in division wide events as needed (Move-In Day, Rites of Spring, Diverse ‘Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.
  • Demonstrate a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities; other duties as assigned.

Supervisory Relationships:

This position reports administratively and functionally to the Senior Program Coordinator for Events at Vanderbilt.

Education and Certifications:

  • Full-time enrollment in graduate degree program at Vanderbilt University is required.
  • Enrollment in the M.Ed. Higher Administration Education program in the Department of Leadership, Policy, and Organizations at Peabody College is strongly preferred.

Experience and Skills:

  • Demonstrated commitment to diversity, inclusion, and social justice
  • Interest in mentoring, developing, and supervising students
  • Ability to function well under pressure and in a fast paced office environment
  • Outstanding interpersonal skills and ability to build professional relationships and communicate with students, professional staff, and internal and external clients of Events at Vanderbilt
  • Excellent decision-making and time management skills
  • Strong ability to work with and contribute to the team

Compensation:

The compensation for this assistantship includes an annual stipend of $11,300 paid over the 9-month period and a 66% tuition scholarship, (33% paid by the Office of the Dean of Students/Office of the Provost and 33% paid by Peabody College) paid directly to your student account. The tuition benefit is for the total minimum number of hours needed to complete your academic program.

NOTE: It is required that you apply for financial aid and request that any available work-study funding be used towards these positions.

*The tuition award is tied to your academic year, rising 2nd and 3rd-year students’ tuition scholarship differs.