Vanderbilt University

Job Description

The Program Coordinator, MBA Recruiting & Admissions, is part of the Owen Graduate School of Management (OGSM), MBA Recruiting & Admissions team at Vanderbilt University and is a key contributor responsible for supporting recruiting and yield efforts for top candidates for the MBA program. This role will work closely with the Recruiting team to support business operations, manage administrative tasks, and contribute to strategic initiatives and special projects aimed at attracting top-tier candidates to the Vanderbilt Business program. This includes partnering on engagement strategies throughout the entire candidate journey—from generating awareness of the program, to enhancing the campus visit experience, to supporting yield efforts for admitted students. This position will work closely with Recruiting Managers to plan and execute recruiting events and outreach initiatives, serving as a key liaison with both internal and external stakeholders across Owen and Vanderbilt to ensure strategic coordination of events and programs.

The Owen Graduate School of Management (OGSM) 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 collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today’s connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves.

The Recruiting and Admissions Office is a team of forward-facing, proactive professionals who are committed to finding top talent to join the Vanderbilt Business family. The Office has two internal teams: the recruiting team and admissions team. Together, these teams work closely to ensure that the prospective student experience is unique and welcoming and engages them throughout the entire recruiting & admissions life cycle.

Duties and Responsibilities

• Manage the payment and invoicing process for all contracts, partnerships and external vendors, and the candidate travel reimbursement process. This role includes holding a Vanderbilt One Card to facilitate various recruiting-related expenses.
• Collaborate with Recruiting Team members to plan and execute Recruiting & Admissions Team events, managing logistics for on-campus and Nashville-based activities—including campus visits and yield events, as well as supporting logistics and planning for international events.
• Coordinates material shipments to international events.
• Contribute to the Recruiting & Admissions Team’s email communication strategy by drafting candidate-focused emails and participating in the editing and review process.
• Maintain and regularly update a comprehensive database of partnership information, including partnership contracts, renewal dates, and events and milestones. Coordinate with internal team members as needed to gather updates and ensure alignment on partnership-related activities.
• Manage supplies and marketing materials for the team including recruiting materials and branded materials for recruiting and admissions events, signage and materials for campus visits, name tags and office supplies.
• Oversee the process of acquiring prospect data lists from external partners and coordinate their integration in our CRM system with the internal Enrollment Management team.
• Manage the process for obtaining and tracking test vouchers for candidates from external testing organizations.
• Own and maintain the comprehensive recruiting calendar, tracking internal and external events as well as Recruiting Team travel. Create and manage events in Slate, publish event details on Owen’s website, and coordinate Recruiting Team and Career Management Center coverage for virtual events.
• Maintain the Recruiting and Admissions alumni volunteer database and partner with team to identify and track alumni involved in key recruiting events. Assist alumni with travel, hotel bookings, and reimbursement process, as needed.
• Oversee Recruiting & Admissions Team meetings, including scheduling, reserving meeting spaces, setting agendas, and facilitating the meetings.
• Additional duties as assigned.

Supervisory Relationships

This position does not have supervisory responsibility. This position reports administratively and functionally to the Director of MBA Recruiting.

Qualifications

• Bachelor's degree from an accredited institution required
• A minimum of 2 years of relevant experience is required
• Strong organizational skills with the ability to prioritize in a fast-paced environment are required
• Excellent interpersonal skills, flexible, collaborative, and able to interact fluidly with many different individuals
• Experience working in higher education or academic setting is strongly preferred
• Experience in event coordination and program operations are strongly preferred
• Excellent writing, communication, and marketing skills are necessary
• Proficiency in Windows and Mac OSX, Windows Office, WordPress, CRM database management, and mail campaign tools is required
• Specific knowledge and experience with social innovation/entrepreneurship organizations and cross-sector collaboration is strongly preferred

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.