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Conference Events & Services

Summer of 2022

Summer Conference & Event Coordinator

JOB SUMMARY

The Conference & Event Coordinator (“CEC”) is an integral part of the Office of Conferences’ staff. The CEC position, under the direction of the Director of Conferences, is responsible for the daily success of the ever-expanding conference program. The CEC responds to the needs of the visiting conference guests and event groups. The CEC is involved in every aspect of the conference program – from general program preparation to specific program requirements and/or needs of each individual group and/or sports camp.

SALARY & BENEFITS

On-campus housing will be provided. 12 meals will be provided per week when campus dining is open. A competitive salary for a 40-hour workweek.

SPECIAL REQUIREMENT(S)

CEC’s may not hold another summer job but can possibly take one class. This position is a great job for those studying for a graduate school admissions exam (including GRE, GMAT, MCAT, or LSAT). Please let us know of any possible summer plans at your interview. All CEC’s are required to have background checks completed from Vanderbilt HR before TBD.

JOB DESCRIPTION & RESPONSIBILITIES

1. Attend any/all workshops, professional development, team building, seminars, and/or training sessions as required by the Director of Conferences; Attend all weekly staff meetings every Monday and Friday at 9 am. Communicate daily with the Director of Conferences, Assistant Director, Program Coordinators, Logistic Manager, and Team Managers regarding the status of the group(s) currently on campus and continue planning for future groups;

2. Direct and/or assist general preparation for assigned groups, including meeting facility preparation (set-up, A/V equipment, etc.), residence hall room inspections, daily inspection of assigned areas and reporting any and all maintenance needs, preparation of conference key packets and distribution to individual conference groups, regular inventory of keys, key cabinets and access cards, linens, furniture, and other conference materials.

3. CEC’s will work together in teams and will be assigned a number of conference groups that will be housed in your specific area of campus and your specific residence halls. Your Team will be the point of contact once the conference group arrives on campus. You will see to it that each of your conference group organizers are aware of the locations of their meeting spaces, parking, meals as well as other campus resources available to them.

4. CEC’s will see to it that our campus guests have an excellent campus experience and will want to return to Vanderbilt in the future. Customer service is very important. The CEC’s are seen as Goodwill Ambassadors for Vanderbilt, and we are looking for individuals that want to share their enthusiasm with all our guests visiting our beautiful campus.

5. Prepare and submit requested/required checklist reports, closing reports, inventories, nightly duty logs in a timely and professional manner; Be available and act as a resource person to all-conference event participants, making appropriate referrals when necessary.

6. Perform a wide variety of housekeeping as needed including, room to room building inspections and locking all residence hall rooms prior to a group’s arrival. Inspecting all rooms looking for lost and found items after a group’s departure. Entering all lost items in the ‘Lost & Found’ log, bagging & tagging of lost items, and storing them in Stapleton storage. Some tasks involve manual labor which may require lifting, walking, and/or climbing stairs.

7. Perform registration (check-in/out) duties as required. Meet with your assigned groups during their designated meals times to help groups assimilate to campus dining. Present a positive image of Vanderbilt University through a professional appearance, a pleasant and helpful disposition, a positive attitude, and quick and responsive action. Wear a clean and pressed conference staff polo shirt, brass name tag, and carry your cell phone.

8. Assist in acquainting group coordinators with Vanderbilt University’s Guidelines and Policies, Policy Statement, Protection of Minors Policy, Emergency Procedures, and Campus/Facility Layout.

9. Each CEC will be responsible for the oversite, and upkeep of the assigned residence halls in your area. CEC’s are responsible for weekly key inventories, and the ordering of lost keys/access cards. Responsible for the locking of all rooms prior to a group’s arrival and when the buildings are not in use. Inventory and report all-conference/event-related damages, report excessive custodial concerns for each group to the Program Coordinators.

10. Perform main office duty as assigned, rotating reception desk duty at the Branscomb reception desk, executing after-hours duty shifts, and answering the duty phone on a rotating basis, including a 24-hour weekend duty as scheduled.

11. As a required live-in staff person, the CEC is expected to be available, accessible in person, by cell phone (within reason) for questions or concerns, and to respond to emergencies. Meet daily with your Team and help organizer(s) concerning any needs or concerns as related to their group(s). Work closely with the Director, Assistant Director, our Program Coordinators, Logistic Manager, and Team Managers.

Due to the nature of the position, staff may not hold another job, but can take one summer school class while employed as a CEC. Benefits include on campus housing, a competitive salary for a 40-hour per week, paid training, a summer meal plan and on campus housing accommodations in E. Bronson College Hall.

CEC applications and job descriptions are now available on line at Vanderbilt.eRezLife.com. Log on and create an account and sign in for the Conference & Event Coordinator position. Details are available on our website at www.meetatvanderbilt.com or questions will be answered by emailing conferences@vanderbilt.edu or by calling the Office of Conferences at 615.343-6899. Interviews begin on Monday, February 23, 2022, will be held via Zoom calls. The deadline to apply online is Monday, February 28, 2022. Job offers will be made by Wednesday, March 2, 2022, so you will be able to secure your summer job before you depart for Spring Break.

Need a location for your 2022 residential summer conference or camp? Look no further than Vanderbilt University! We proudly offer the following services for our residential conference guests:
  • Courteous, customer-oriented professionals ready to assist you
  • Secure, clean residence hall accommodations (Available during the summer season only)
  • 24/7 on-call staff and reception desk services
  • Free wireless Internet
  • Online registration services
  • Scheduled registration times for checking in and out of the residence hall(s)
  • Dining and catering arrangements
  • Linen services (must be arranged in advance)
  • Transportation needs
  • Full-service meeting space in technology-enriched classrooms, auditoriums, ballrooms, athletic fields, and recreational facilities
  • One Contact, One Invoice & One Great Experience! Vanderbilt University has achieved One-Stop Shop Certification through the Association of Collegiate Conference and Events Directors-International (ACCED-I). This allows for the most effective planning by successfully facilitating university services and amenities.

Why We Love Nashville!

Contacts:

Bridget Ukawu
Lead – Program Coordinator
(615) 343-4950
bridget.e.ukawu@vanderbilt.edu

Carly Burt
Assistant Director of Conferences
(615) 343-8699
carly.j.burt@vanderbilt.edu

Linda Welch
Director of Conferences
(615) 343-8699
linda.welch@vanderbilt.edu

Interested in hosting your residential conference with us? We would love to hear from you! Please call 615-343-8699 or email conferences@vanderbilt.edu.