The Building Ops Coordinator is part of the Office of Health Sciences Education (OHSE) in the School of Medicine at Vanderbilt University (VUSM) and is a key individual contributor responsible for facilities administration on the School of Medicine floors of the Eskind Family Biomedical Library and Learning Center (EBL). This position is an integral part of the coordination and cohesion of all teams within OHSE. Reporting directly to the Administrative Manager, this position coordinates all room scheduling and configurations, manages digital signage, coordinates all building and OHSE office needs for the School of Medicine floors in EBL, and procures supplies needed for the greater OHSE team.
The Office of Health Sciences Education (OHSE) governs the range of educational activities of The Vanderbilt University School of Medicine, including administering degree programs that provide students with the knowledge, skills, and attitudes they will need to practice safe, effective, ethical, evidence-based, and patient-centered health care in the 21st century. OHSE is dedicated to the ultimate goal of healthy, thriving persons and communities, and we strongly support efforts towards the health equity upon which such a goal rests. Our mission is to educate diverse, socially and culturally accountable future medical leaders who are prepared to work toward larger systemic changes, understand social determinants of health, and promote equity and justice within their local and global communities. The dedicated staff in OHSE work collectively in service of this mission by providing a range of support for our students, faculty and fellow staff including academic program administration, education design and informatics, financial and administrative oversight, student services and education research resources.
Duties and Responsibilities
Coordinate applicable room scheduling within EBL and Light Hall using EMS scheduling software, maximizing space utilization and ensuring all OHSE needs are met.
Maintain expert knowledge of EMS scheduling software and provides support to all end-users by delivering training, identifying, investigating, and resolving conflicting requests, communicating effectively with VUSM Deans, faculty, staff, and students and working with the university EMS scheduling team to troubleshoot software issues.
Manage all classrooms within EBL to ensure they are adequately prepared for classes and meetings: liaise with VUIT to coordinate proper configuration of demountable walls, act as a back-up to move walls if VUIT is not available, arrange furniture and create classroom arrangements as appropriate and needed in support of the MD curriculum, place daily room schedules outside room doors, catalog classroom supply needs, clean white boards once per week, and deliver extra chairs to rooms when requested.
Respond to all lecture capture requests by entering them into the Echo360 system, ensuring accuracy and sends link to requestor once recording is complete.
Oversee communication with Plant Operations to promote a safe and fully functioning building at all times: submit all work orders for the School of Medicine floors in EBL and communicate logistical needs as necessary (food, extra cleaning, etc.)
Manage all MD student lockers in both EBL and Light Hall including assigning lockers for new students, coordinating locker move out/cleaning at the end of the school year, and triaging other locker issues.
Assist with all facets of building access including communicating with the University Card Office to grant building and printing access for SOM faculty, staff, students and guests, hold a master key for EBL building, and is an approved key requestor through Plant Operations.
Oversee the annual Space Survey, ensuring accurate reporting of all OHSE space and occupants.
Assist in maintaining room and common space order during social distancing mandates, contributing to a safe work and learning environment.
Maintain efficient office operations by routinely responding to purchasing requests for a variety of goods and services in support of OHSE via Oracle Procurement and/or One Card, ensuring keen attention to detail and compliance with Vanderbilt University policies and guidelines.
Manage general office business and logistical needs, including copiers/printers, paper shredding, GoToMeeting, and VUOHSE email inbox, ensuring faculty, staff, and student's needs are met and responding to all problems as they arise.
Assist with team-wide events, communication, and logistical needs to promote team cohesion and morale.
Act as a "face" for OHSE on the 4th floor of EBL, occasionally directing traffic of affiliated and non-affiliated persons of VU and VUMC in finding their way around the building.
Digital Signage Management
Coordinate digital signage for the two VUSM digital screens to promote advertising for events and daily building schedule, ensuring accurate daily classroom schedules are uploaded.
Work with VUSM Digital Communications Manager and Vanderbilt University Information Technology to ensure appropriateness of all displayed items and solve issues that may arise.
Other duties as assigned.
Profile of an Ideal Candidate
A high school diploma isnecessary.
A Bachelor's degree from an accredited institution is preferred.
At least one year of related experience isnecessary.
Experience with complex scheduling/coordination ispreferred.
Established computer skills, especially Excel, isstrongly preferred.
Commitment to Equity, Diversity and Inclusion
Vanderbilt University is committed to achieving the goal of a diverse and inclusive academic community of faculty, staff, and students. We seek individuals who are committed to this goal and our campus values.
Internal Number: 2000412
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.