Operations & Events Manager

Job Description

The Operations and Events Manager is a key member of the Finance and Administration team within the Owen Graduate School of Management (Owen) at Vanderbilt University. This position is vital to the community experience, combining responsibility for building maintenance oversight and daily facilities operations with event management and support of the operations and events team. The Operations and Events Manager serves as a leader in operational excellence, ensuring the physical environment supports Owen's mission while coordinating and executing programming that enhances the community experience. This role requires strong customer service, communication, and project management skills with the ability to solve problems effectively and efficiently. The Operations and Events Manager is highly collaborative, working with individuals at all levels throughout Owen and the University.

The Owen Graduate School of Management is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allow us to interact with students, faculty, alumni, and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture – one that is built upon the Owen Essentials – Trust, Accountability, Transparency, Inclusiveness, Collaborative Community, Innovation and Learning.

The Finance & Administration office is dedicated to supporting Owen faculty, staff, and students with their financial activities, employment, and payroll actions, and various administrative and facilities needs of the school.

Please Note: This position is deemed to be in-person, expected to work at OGSM 5 days a week.

Duties and Responsibilities

Facilities Management of the Management Hall and Auxiliary Facilities


Oversees daily operations, safety rounds, and maintenance of the Management Hall and auxiliary locations
Manages maintenance requests, work orders, capital improvement projects
Serves as a liaison with Vanderbilt University Maintenance and Operations for maintenance issues
Coordinates housekeeping services, security, and building access for the Management Hall and the auxiliary facilities. Schedules pre- and post-event housekeeping requests. Reports issues to housekeeping supervisor.
Manages capital equipment inventory, furniture, facility signage, third-party movers, and storage facilities
Assists with development of capital improvement planning process. Assists with development of the annual facilities budget including general maintenance and furniture replacement.
Establishes and maintains opening and closing times for interior and exterior building doors. Works with Vanderbilt University Police Department on security issues and concerns
Orders and manages campus wide inventory of physical door keys
Manages standard facility signage
Coordinates third-party movers for faculty or staff office moves or other projects
Ensure compliance with fire safety, life-safety assessments, and facility use guidelines
Physically configures all Owen classrooms before the first class meeting each module
Makes administrative and procedural decisions regarding facilities and operationsEnsures outstanding facility cleanliness and maintenance standards

Event Management

Leads the planning, coordination, and execution of Owen events, including networking events, speaker series, commencement, orientation programs, and community celebrations
Develops and maintains comprehensive event timelines and checklists to ensure successful program delivery
Manages event budgets, including cost estimation, vendor contracts, and expense tracking
Supports the Event Specialist on event planning, delegation of tasks, and quality assurance ensuring alignment with Owen's operational standards and event vision
Establishes and communicates event policies, procedures, and standards that the Event Specialist implementsServes as escalation point for complex event issues requiring senior-level decision-making

Project Management

Manages all building renovation and construction projects
Collaborates with Chief Business Officer on furniture, fixtures, and equipment procurementCommunicates with Owen community regarding all renovations, construction projects, or other repair work that impacts daily operations.

Other Responsibilities

Serves as Procurement Requestor to submit furniture, supplies, and facilities related services requisitions
Prepares and, at least annually, updates all facilities policies, procedures, and emergency preparedness efforts for the Management Hall and the auxiliary facilities


Establishes, cultivates, and maintains effective working relationships with various internal and external constituencies


Other duties and project support as assigned by the Chief Business Officer

Supervisory Relationships

This position provides direct supervision and support to the operations and events team and reports administratively and functionally to the Chief Business Officer.

Qualifications

A Bachelor’s degree from an accredited institution of higher education is required
Service-oriented; experience working in academic setting preferred
Excellent interpersonal, relationship-building, and communication skills with ability to manage diverse stakeholders
Detail oriented and organized with the demonstrated ability to manage multiple projects and deadlines
Able to provide technical advice in area of expertise
Able to make administrative and procedural decisions and judgments
Positive, collaborative, and engaged self-starter that thrives in customer interactions
Innovative, friendly, and positive personality enjoys learning and problem-solving
Able to work flexibly, including occasional evening and weekend hours for events
Skilled in general Microsoft Office software including Word, Excel, and PowerPoint