Development Coordinator, SOM and BS

The Development Coordinator will play a key role in supporting the School of Medicine and Medicine Basic Sciences Team within Development and Alumni Relations (DAR). Based in Nashville, this role is crucial for ensuring smooth operations within the School of Medicine and Medicine Basic Sciences team.

Key responsibilities include providing operational and logistical support for development team communications, events, travel, donor events, meeting preparations, data reporting and other team activities. The role requires strong organizational skills, the ability to prioritize multiple projects with varying deadlines, and the capacity to exercise independent judgement.

The Development Coordinator will be involved in various functions such as meeting preparations, donor reporting, event planning, administrative support, data entry, and special projects.

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.

VU Network is a university-wide initiative focused on expanding Vanderbilt’s presence and engagement with markets outside of Nashville. The goal is to develop a network of regional hubs that promote activity and engagement with Vanderbilt’s growing community of students, alumni, parents, faculty and partnership corporations. This new regional strategy will include in-market offices across the United States as well as international locations. VU Network involves deep collaboration and partnership across several key university administrative offices – including Development and Alumni Relations, Career Advancement and Engagement, Marketing and Communications and University Enrollment Affairs.

Key Functions and Expected Performance:

Donor Communications & Stewardship

• Manage school and unit specific stewardship and appeal pieces for three schools, including pulling weekly or monthly gift reports, writing, editing, and merging communication pieces, and executing them with appropriate leadership approvals.

• Assist annual giving and stewardship efforts to support communications, volunteer programs, analytics, and direct donor outreach. This includes setting up email communications in our email platform, requesting appeal codes, submitting audience data requests for each communication, and cleaning/tracking data in the database.

• Coordinate research on prospects and donors, including VQ profiles, summarizing findings, event and meeting briefings, and bio updates.

• Support development officers in mailing personalized stewardship pieces and packages, including mailings, packages, and donor or volunteer materials as directed.

• Provide customer service and administrative support to prospects, donors, alumni, faculty, and staff on a regular basis.

Event & Meeting Coordination

• Assist the SON, SOM and SOMBS team with internal and external event activities, including planning and organizing meetings and events, managing vendor relationships, and coordinating event logistics and communication details; handle other logistical tasks as needed.
• Organize, attend, and actively participate in meetings regarding team functions, weekly check-ins; assist with scheduling for team-wide meetings and activities; maintain calendars.

Administrative & Budget Support

• Provide high-level, direct support for the team, including calendaring, expense reporting, procurement and budget management, and ad hoc projects.

• Serve as a purchaser for the team and maintain an in-depth understanding of financial and procurement policies and procedures, as well as university policies and procedures.

• Research, resolve, and justify any budget or expense questions or discrepancies.

• Manage office files and organization of team supplies.

• Collaborate with and support team members on special projects and initiatives.

• Perform other duties as assigned.

Data & Reporting

• Maintain a thorough knowledge of the fundraising database and other project/information management systems to effectively update and utilize data, track department projects, and report progress toward goals.

• Manage the input and output of data within the database, maintaining regular quality control and data integrity—including bio updates, contact reports, activity reports, volunteer coding, compiling and formatting class lists, generating data reports and dashboards, updating opportunities, and submitting cases as needed.

• Regularly update team historical data dashboards, including Reunion, Class Gift, Giving Day and various annual giving dashboards.

• Create activity reports in the database for communications received from and sent to constituents by development officers and other team members.

• Compose and maintain procedure and process documentation for database and business processes.

• Review, analyze, and research trends; recommend strategies for continuous improvement.

Supervisory Relationships:

This position does not have supervisory responsibility.

This position reports administratively and functionally to the Senior Director of Annual Giving, SOM, SOMBS, SON.

Education and Certifications:

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

• Bachelor’s degree is preferred

Experience and Skills:

• 2-3 years of relevant work experience, or the equivalent, is preferred

• Prefer experience within development and/or higher education

• Excellent interpersonal management skills

• Confidentiality and discretion are a must

• Must have a professional attitude, and exhibit considerable tact, persuasion, and judgement in interactions with internal and external constituents

• Strong computer skills including Microsoft Excel, PowerPoint, and Word

• Affinity for mastering new computer programs and database management

• Ability to make independent decisions

• Excellent oral and written communication skills

• Excellent customer service skills

• Excellent project management skills with ability to multi-task

• Ability to handle crisis situations and perform well under pressure