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Vanderbilt University DAR Administrative Assistant II, Athletics in Nashville, Tennessee

DAR Administrative Assistant II, Athletics (Job Number: 1900935)


The Development and Alumni Relations (DAR) Administrative Assistant II for the Athletics DAR team will manage a variety of operations and activities related to its development and stewardship efforts. This includes demonstrating basic and essential elements of customer service; building relationships with donors; receiving and soliciting gifts, and serving in a key role around stewardship of all donors to Athletics. They are the front line of the Athletics Development Office answering main phone lines and handling or passing along numerous requests and questions.

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

Key Functionsand Expected Performance

  • Answerthe main telephone line for the Athletics Development Office and be theprimary facilitator of many requests, customer service questions, or giftsbeing made with the focus of exceptional customer service and increasingrevenue to philanthropic priorities

  • Manage the administrative day-to-day operations of a team ofAthletic Development Officers, including managing calendars, coordinatingmeeting and presentation schedules, assisting with travel logistics,correspondence and other contacts.

  • Responsible for understanding and using WEBI, Development andAlumni Relations (DAR) Performance Metrics and Goal Setting (Business Plans)for appropriate athletics staff.

  • Work with Executive Director and other athletics development staffto monitor and manage a budget; maintain budget database and preparereports. Obtain signature authority forpurchases and process payments for vendors.

  • Primarycontact with other administrative assistants within DAR and the AthleticsDepartment including: Athletic Director, head coaches, sportadministrators, and development and alumni administrators

  • Perform all necessary tasks related to office operation andmanagement, including but not limited to maintaining filing systems, answeringand returning calls, handling mailings, and receiving deliveries from FedEx andUPS.

  • Assist in preparation of correspondence, marketing, stewardshipand similar materials to be sent to donors and others, including ordering printmaterials, and handling all aspects of mailings, and preparation of emails ande-newsletters.

  • Execute special projects as requested by the athletics developmentteam as necessary.

  • Update addresses and mail merge lists.

  • Provideassistance in the reconciliation of Advance database information withTicketmaster database to ensure donor information related to seating andparking is accurate

  • Maintaina working knowledge of all administrative policies within DAR, Athletics,and Vanderbilt as a whole, including policies for gift agreements, giftdocumentation and gift processing

  • Assist with local DARAthletic events as assigned

  • Perform other duties asassigned

SupervisoryRelationships :

This position has no direct management duties.

This position reports administratively and functionally to the Director of Athletics Development.

Education andCertifications

  • An Associate’s degree, or the equivalent, isrequired.

  • Bachelor’s degree is preferred.

Experienceand Skills

  • Three years of relevant experience is required.

  • Advanced proficiency with Microsoft Word, Excel and Power Pointrequired

  • Understanding and experienceworking with databases and information systems

  • Ability to devise queries forproducing reports consisting of statistics about athletics donors, givinghistories, campaign progress and more

  • Excellent interpersonal and phone skills

  • Strong organizational skills and the ability to manage multipleprojects

  • Must be detail oriented with an analytical approach to problemsolving

  • Effective oral and written communications skills

  • Strong project management skills

  • Ability to work independently and as part of a team, takeinitiative, and meet deadlines

  • Value of theimportance of equity as an organizational operating principle and commitment toequity, diversity, and inclusion

About Vanderbilt University

Vanderbilt University, located in Nashville, Tennessee, is a top-15 private research university offering a full range of undergraduate, graduate and professional degrees. Vanderbilt is situated on a 330-acre campus near the thriving city center, serving more than 12,000 students and employing almost 7,000 faculty and staff. The university’s students, staff, and faculty frequently cite Nashville and the surrounding area as one of the many perks of being a part of the Vanderbilt community. Vanderbilt University is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity is sought and celebrated. Vanderbilt was recently named as one of “America’s Best Large Employers” and the top employer in Tennessee and the Nashville metropolitan area in 2019 (Forbes).

About Vanderbilt Benefits

Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses, and dependent children.

Commitment to Equity, Diversity andInclusion

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.


Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.

Primary Location: United States-Tennessee-Nashville

Organization: 42312 - Development Teams

Job: Administrative / Office Support Supervisors, Leads, and Staff

Vanderbilt University is committed to principles of equal opportunity and affirmative action