Learning Engagement Coordinator, Executive Education

The Learning Engagement Coordinator is pivotal in supporting Executive Education operational and programmatic needs. Collaborating closely with Learning Engagement Managers and the broader Executive Education team, this role ensures seamless logistics coordination, participant engagement, and operational excellence to create impactful learning experiences. The Learning Engagement Coordinator is an integral member of the Executive Education team, working to deliver outstanding service and ensure high levels of client satisfaction ultimately striving to create transformative learning experiences that have a meaningful impact.

About the Work Unit:

The Owen Graduate School of Management is a professional school at Vanderbilt University, located in Nashville, Tennessee. Owens mission recognizes discovery in traditional forms, such as scholarly research, intellectual curiosity, and curricular learning. Owen also embraces the art of becoming, transforming people lives and helping them flourish. Owen celebrates discovery unique to the human experience, which is lived through a desire to connect with others, to find meaning in our work and relationships, and to create something new. Owen is a place where opportunities are created, encouraging members of our community to find the courage to pursue paths of discovery and growth and become the best versions of themselves.

The Owen Executive Education, established in 1991, offers open-enrollment, certificate, and custom education experiences for practicing managers in a wide array of industries and topics. Business acumen, innovation, strategy, change management, operations, negotiations, and leadership are relevant interest areas for many of our clients. Our top priority is exceeding our clients expectations for learning impact, value, and relevance.

Please Note: This position is deemed flexible/hybrid, expected to work at OGSM at least 3 days a week when not traveling for the role.

Key Functions and Expected Performance:

• Partner with Learning Engagement Managers to deliver high-quality learning engagements by managing logistics such as scheduling, faculty coordination, venue selection, accommodations, and technology setup for on-site, off-site, and virtual programs.
• Assist in developing and maintaining program materials, participant rosters, and learning portals, ensuring timely updates and accuracy.
• Actively engage during learning events, promptly address issues, and contribute to a positive participant experience.
• Serve as a key point of contact for participants, faculty, and vendors, ensuring exceptional communication and responsiveness throughout the program lifecycle.
• Support pre- and post-program communications, assisting with crafting messages tailored to participant needs and program specifics.
• Assist with managing the team inbox, responding to client inquiries and website requests to promote enrollment, and providing excellent service.
• Collaborate on the evaluation process by helping to facilitate post-program surveys.
• Work closely with Learning Engagement Managers to align on engagement delivery goals and day-to-day operations.
• Continuously identify and implement best practices to enhance operational efficiency and participant satisfaction.
• Maintain comprehensive documentation and operational plans for each engagement, supporting seamless future program deliveries.
• Manage Salesforce data, ensuring accurate records for each program, including participant registrations and payments.
• Process vendor invoices, payment requests, and procurement orders using university systems such as Oracle.
• Maintain organized files and records for reporting and operational continuity.
• Support business development efforts by assisting in the preparation of materials and coordination for potential client engagements.

Supervisory Relationships:

This position does not have supervisory responsibility and reports directly to the Managing Director, Executive Education. 

 Education and Certifications:

A Bachelor degree from an accredited institution of higher education or two years of relevant work experience is necessary. 

Experience and Skills:

• Demonstrated ability to manage multiple tasks, prioritize effectively, and meet deadlines in a dynamic environment.
• Strong interpersonal and communication skills with a customer-service orientation.
• Experience in event or program coordination, preferably in an academic, corporate learning, or executive education setting.
• Proficiency in relevant digital tools (e.g., Microsoft Office, Salesforce, Zoom, Qualtrics, NovoEd) with a willingness to learn new technologies.
• Attention to detail and problem-solving skills, with a proactive and collaborative approach to work.
• Passion for creating impactful learning experiences and supporting team success.