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Position Summary:

The Coordinator of Facilities and Operations is part of the Student Centers and Greek Life teams in the Student Affairs division at Vanderbilt University. This position provides support for event coordination, facilities maintenance, constituent communications, and other related services for all facilities and outdoor spaces within the West End Neighborhood (WEN), including Greek Housing, Student Affairs Identity Centers, Project Safe, and the WEN programmatic buildings. This position monitors building issues and takes appropriate action, collaborating and communicating with all relevant stakeholders to resolve them. This position will serve as the primary collaborator with the Housing and Facilities Supervisor (HFS) and the Vanderbilt University Maintenance and Operations (VUMO) Zone Manager. This position also works directly with the Interfraternity Council (IFC) House Manager program, advising the IFC Vice President of Housing, and providing support for Panhellenic House Corporations and House Directors, and student House Managers and NPHC Community House residents.

About the Work Unit:

The Student Centers 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, 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.

The Vanderbilt Greek community consists of approximately 30 fraternities and sororities, almost all of which have on-campus houses for 6 or less residents per chapter. Greek Life advocates for meaningful student engagement. We seek to be partners in providing a holistic fraternity and sorority experience rooted in learning, connection, and development that will equip our students for success at Vanderbilt and beyond.

About Student Affairs:

Student Affairs serves a central role in student learning and development at Vanderbilt, advancing the University’s mission of teaching, research, and service. Student Affairs at Vanderbilt cultivates vibrant, inclusive communities that foster a student’s sense of belonging and wellbeing through collaborative partnerships, transformative learning experiences, and an accessible and holistic network of resources. We value connection, belonging, compassion, development, and innovation. 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:

Facility Management

• Works with the Housing Facilities Supervisor (HFS) to support the daily operations of Greek houses including maintenance requests, housekeeping, periodic and preventative maintenance, capital improvements, and construction projects.

• Oversees the daily operations for the following facilities: Student Affairs Identity Centers (4), Project Safe (1), and West End Neighborhood programmatic buildings (3) including maintenance requests, housekeeping, periodic and preventative maintenance, capital improvements, and construction projects.

• Serves as the primary liaison for the West End Neighborhood with the Housing Facilities Supervisor (HFS) and Vanderbilt University Maintenance and Operations (VUMO) Zone Manager with the following constituents: Student Centers and Greek Life staffs, fraternity house managers, house directors (live-in staff for sorority facilities), house corporation leaders (alumni leaders/volunteers that work with Greek facilities) and NPHC residents.

• Documents concerns with housekeeping/maintenance and reports those to appropriate staff in VUMO.

• Serves as designated Key Requestor, managing new keys requests and maintaining key inventory.

• Conducts weekly walkthroughs of chapter facilities in partnership with the HFS and IFC House Manager to document facilities issues that require maintenance or repair. Findings are distributed to chapter and IFC leadership, and, if related to student damages, billed in coordination with Student Affairs.

• Regularly receives and works with HFS to submit and track work requests through Vanderbilt’s facility management platforms, including READY, AiM, and eBuilder.

• Maintains necessary documentation for room condition reports, house improvement forms, student damage reports, and work order requests.

  Events and Operations

• Coordinates events in the West End Neighborhood, including those in adjacent outdoor spaces.

• Coordinates staffing and billing of security and bartending personnel for all events in the West End Neighborhood. This includes reviewing events in EMS and Anchor Link, communicating with sponsoring organizations, vendors, and campus partners regarding all events each week.

• Serves as a Procurement requestor and One Card holder for the department and coordinate all purchases for Greek Houses.

• Coordinates estimate approvals with house manager, house director and/or House Corporation and Greek Life for repairs or replacements suggested by the HFS.

• Manages move-in and move-out process for all West End Neighborhood residents to ensure coordination between campus partners and residents.

• Submits custodial event ReADY requests for social events in fraternity houses.

• Assists HFS with identification, removal, disposal or storage of non-house issued belongings.

  Training and Communication

• In partnership with the HFS, communicates with necessary constituents, including Student Centers and Greek Life staffs, IFC House Managers, Panhellenic House Directors and/or student House Managers, Panhellenic House Corporation leaders, and NPHC House residents regarding maintenance and repair activities taking place inside or adjacent to buildings.

• Co-coordinate bi-weekly meetings with Housing and VUMO staff to discuss services provided within the West End Neighborhood.

• Facilitates bi-weekly meetings with Housing and Campus Planning staff to discuss projects within the West End Neighborhood.

• Executes the IFC fraternity house managers program, including the onboarding, training and monthly meetings for all IFC House Managers to ensure they understand their roles and responsibilities as compensated leaders within the community.

• Advises IFC Vice President of Housing to mentor and support student initiatives related to Greek facilities.

• Works directly with NPHC Community House residents and their House Manager, to ensure routine maintenance is performed and all facilities issues are addressed.

• Regularly meets with sorority House Directors to ensure understanding and compliance with University guidelines.

• Track room assignments and provide door codes for residents

  Other

• Actively participate on the Student Centers and Greek Life Teams by attending weekly staff meetings, meeting weekly with supervisor and assisting with office initiatives and programs

• Works a flexible schedule based on projects.

• Other duties as assigned to advance the mission of Student Centers, Greek Life, Student Affairs and Vanderbilt University.

• 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 Associate Director of Facilities and Operations with dotted line reporting to Director of Greek Life.

  Education and Certifications:

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

  Experience and Skills:

• At least two years of related experience is necessary.

• Proven project management experience is necessary.

• Proven ability to prioritize and multi-task is necessary.

• Proven ability in establishing and maintaining relationships with students, community stakeholders, and other university departments and divisions is necessary.

• Excellent interpersonal skills are necessary.

• Excellent written and verbal communication skills are necessary.

• A high level of attention to detail is necessary.

• Excellent decision-making and time management skills are necessary.

• Proven ability to work independently and in teams is necessary.

• Proven ability to manage multiple construction projects is preferred.

• Familiarity in creating, maintaining, and communicating preventative maintenance plans is preferred.

• Awareness of Student Housing and Greek Life operations is preferred.

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.

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.