Coordinator, Alumni Engagement and Annual Giving

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Position Summary:

The Program Coordinator, Alumni Engagement, Annual Giving, and Parent and Campus Engagement Teams (Coordinator) is a part of the Alumni Engagement team and supports a dedicated team of professionals responsible for the continuous engagement of Vanderbilt’s global network around the world. This team is fast-paced, collaborative, and impact-driven to continually increase engagement and annual giving. 

This role provides operational support for the Assistant Vice Chancellor and three Executive Directors. The role assists with additional initiatives needed across all of Alumni Engagement, Annual Giving, and Parent and Campus Engagement. 

Responsibilities include calendar management, meeting/presentation readiness, data entry, expense reporting and travel management. Additionally, the program coordinator will assist in support of team-wide initiatives, including team meetings, events and retreats. Further, this position provides frontline support to shared inboxes and phone line management. Ideal candidates are those who are customer-service oriented, collaborative, have a strong attention to detail, flexibility, time management, ability to complete tasks with urgency, and able to prioritize multiple tasks and work independently.

About the Work Unit:

The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs.  DAR’s university development team is responsible for seeking new resources from alumni, parents, friends, and family foundations to support key fundraising priorities.  More information can be found here:  https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance: 

• Provide administrative support to the Assistant Vice Chancellor, three Executive Directors (leadership team). 
  • Calendar management of leadership team, and overall support to team-wide calendar 
  • Schedule meetings, coordinate agendas/presentation materials, and assist with team follow-up
  • Facilitate all AEAG team meetings, including room setup, technology, agendas and presentation materials. Support team events and annual retreat through researching, planning and logistics support. 
  • Support leadership team with booking travel and completing expense reports; may support additional team members at intervals
  • Track budget for specific program numbers, and assists with research or consultation for additional program areas in partnership with team budget administrator
  • Provides onboarding support to new team members and prepares or consults with Hiring Managers. May include scheduling interviews, manages and updates onboarding documents, materials and processes. Helps in a similar approach for team departures. 
  • Serves as primary liaison with DAR administrative support manager and team to stay abreast of the latest administrative, and programmatic support needs across the division. This may include leadership directives, communication and style guides, budgetary process approaches and more. 
  • Additional ad-hoc project assistance as requested
• Supports engagement efforts through data reports and frontline customer service. 
  • Provide exceptional frontline customer service to constituents by triaging and responding to emails through shared inboxes and phone lines. Inquiries are wide ranging and, at times, are focused on issues management. This requires the ability to answer questions in a timely manner, troubleshoot issues, and work with team members to identify solutions.
  • Run and organize reports as requested by leadership team; in partnership with Engagement Operations team
  • Enter data into the CRM system 
• Contribute to an outcome-driven and continuous improvement culture.
  • Embrace a positive work culture with the goal of balancing office days and flexible work arrangements that supports teammates who travel
  • Maintain strict confidentiality related to sensitive donor and departmental information
  • Work cross-departmentally to foster collaboration between areas
  • Perform tasks and other duties as assigned 

Work Environment:

This position will be located in the Nashville, TN area and will be hybrid, with the expectation to be in the office one day per week or more depending on business needs.

Position requires flexibility to work nights and weekends when needed

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Executive Director of Alumni Engagement, but will also work closely with the Executive Directors of Annual Giving and Parent and Campus Engagement and Assistant Vice Chancellor, Alumni Engagement and Annual Giving.   

Education and Certifications:

• Bachelor’s degree, or the equivalent, is necessary

Experience and Skills:

• 2-3 years of relevant development work experience, or the equivalent, is preferred
• Preference given for experience within higher education 
• Ability to exercise exceptional interpersonal skills and judgement in communications with team members, and constituents is a must. 
• Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to evolving priorities.
• Ability to adapt to and use current technologies, as well Salesforce, presentation tools/systems and Vanderbilt’s donor management system required. 

• Ability to exercise good judgment in the handling of confidential information

• Ability to use current computer technology, such as Windows, Excel, Word, and Vanderbilt’s donor CRM