Office Manager at Vanderbilt Hillel

Office Manager

Vanderbilt University

Role Overview

Make your mark on Jewish student life by joining Vanderbilt Hillel as the Office Manager. You will serve as a central “glue” person for our organization, ensuring that our space is warm, functional, and well maintained while supporting the administrative, operational, and financial systems that allow our team and students to thrive.

As Office Manager, you will work closely with the Executive Director, professional staff, student leaders, and vendors to keep the Ben Schulman Center for Jewish Life running smoothly day to day. This role blends facilities oversight, administrative coordination, and financial operations, and is ideal for a proactive, solutions-oriented professional who takes pride in creating an organized, welcoming, and mission-aligned environment.

What You’ll Do

• Serve as the first point of contact for students, faculty, community members, and visitors, creating a welcoming and professional front-facing presence for Vanderbilt Hillel
• Provide administrative support to the Executive Director, including scheduling meetings, coordinating travel, and preparing materials
• Support finance and fundraising operations through bookkeeping assistance, expense reporting, reimbursements, donor research, and gift processing
• Aid program staff maintenance of student engagement database
• Collaborate across Programming, Development, and Student Life teams to ensure strong operational alignment
• Oversee daily operations of the Ben Schulman Center for Jewish Life, ensuring that the building is clean, safe, functional, and ready for programs and events
• Coordinate with vendors, contractors, and service providers such as cleaning, maintenance, and security
• Manage office operations and systems, including phones, mail, office equipment, supplies, and shared resources
• Collaborate with programming staff to support event setup and breakdown, including room layouts, furniture, AV needs, and supplies
• Maintain the building reservation calendar for programs, meetings, and rentals
• Manage inventory and ordering of office, kitchen, and cleaning supplies
• Support onboarding and supervision of front-desk staff, security staff, and student building ambassadors

On a day to day basis you will

• Welcome students, staff, and visitors into the building and help direct questions and requests to the appropriate team members
• Provide administrative support to the Executive Director
• Process expenses and donations accurately and on time
• Keep digital databases and physical filing systems organized and up to date
• Monitor building needs and proactively address maintenance, supply, or scheduling issues
• Support staff and student leaders as they plan and execute programs in the space
• Partner closely with the Executive Director to anticipate organizational needs and improve operational systems

What You’ve Accomplished

• 2+ years of experience in office management, administrative operations, facilities management, or a comparable mix of responsibilities
• Experience with bookkeeping, expense tracking, or financial systems (QuickBooks or similar preferred)
• Demonstrated ability to manage multiple priorities while maintaining attention to detail and follow-through
• Proficiency with Microsoft Office (Excel, Outlook, Word) and general office software

What You’ll Bring to the Job

• Strong organizational skills and a proactive, solutions-oriented mindset
• Excellent written and verbal communication skills
• Comfort working independently while collaborating closely with a team
• Familiarity with AI tools, social media, and marketing platforms such as Canva or Meta Business Suite
• Ability to lift and move moderately heavy items (approximately 30–50 lbs) as needed
• Sensitivity to and respect for Jewish traditions, values, and community norms
• Commitment to Hillel’s mission and to fostering a warm, inclusive environment for students

What You’ll Receive

• Competitive salary in the nonprofit marketplace, with a range in the mid-$40,000s to $50,000s, commensurate with experience
• A comprehensive benefits package, including health insurance, retirement plan, life insurance, long-term disability, and flexible spending accounts
• Generous vacation and sick time
• Professional development opportunities, mentorship, and access to training and resources through Hillel International
• The opportunity to work in a dynamic, student-centered environment where your work has a direct and visible impact

About Vanderbilt Hillel & Nashville

Vanderbilt Hillel is dedicated to building Jewish communities in a variety of formats by empowering students to follow their interests. Entrepreneurial Vanderbilt Jewish students hold leadership positions within a student-centered structure and create clubs and programs that engage their peers across religious, cultural, social, and educational experiences.

The Ben Schulman Center for Jewish Life serves more than 1,200 Jewish students at Vanderbilt University and neighboring institutions throughout Middle Tennessee. Located in the heart of Nashville, Vanderbilt Hillel is part of a vibrant and growing Jewish community and benefits from strong partnerships with Hillel International.

Vanderbilt Hillelis affiliated with Hillel International. Hillel International enriches the lives of Jewish students so they may enrich the Jewish people and the world, and envisions a world where every student is inspired to make an enduring commitment to Jewish life, learning and Israel.

One of the fastest growing cities in the nation, Nashville is home to major sports teams of all stripes, a booming coffee and dining scene, a farmers market lineup to brag about, and of course as many concerts, writers’ rounds, and pop up shows as you can dream of – after all, we are Music City! Our Jewish community is strong and growing with several synagogues, a day school, and many communities for Jewish residents of all ages and stages to connect with peers and grow as individuals and leaders.