University Jobs

Job Information

Vanderbilt University Program Coordinator, Advancement Services in Nashville, Tennessee

Program Coordinator, Advancement Services (Job Number: 1900579)


Under the supervision of the Assistant Vice Chancellor for Advancement Services, contribute as needed to the activities of Development and Alumni Relations (DAR) Office of Stewardship and DAR Finance. Provide support to all functions which requires the ability to prioritize multiple projects according to deadlines and the ability to exercise independent judgment. This position reports to the Assistant Vice Chancellor for Advancement Services in close association with the Executive Director of Finance who oversees Development and Alumni Relations Finance functions.

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 Functions andExpected Performance:

Major Duties andResponsibilities for Office of Stewardship

  • Work collaboratively with the Stewardship, DonorRelations and Prospect Management teams to ensure that projects arecompleted according to deadlines, with accuracy, quality, and integrity.Including: continuously compile, review and analyze project outcomesagainst established goals, objectives and timelines

  • Assist with the management of annual stewardshipreporting of endowed and non-endowed funds, including scholarship stewardship,endowed chair reports, planned giving stewardship and miscellaneousendowed funds

  • Support annual stewardship projects and activities,including stewardship of major donors, planned gift donors and ad hocstewardship requests

  • Coordinate with stewardship contact of top donors aswell as the compilation of comprehensive stewardship reports andcustomized financial reports for top donors

  • Plan and coordinate events to recognize donors andfaculty members

  • Prepare standard materials for stewardship activities,to include producing letters, gaining appropriate signatures, trackingprogress, and ensuring timely delivery

  • Coordinate annual and daily stewardship reportingactivities and prospect management activities including data entry,spreadsheet maintenance and report maintenance

  • Proofread and edit letters and documents

Major Duties andResponsibilities for DAR Finance

  • Working collaboratively with the Stewardship and DARFinance teams, perform ongoing research of university endowments to ensurethat donor restrictions are appropriately identified and accuratelyreflected in University systems.

  • Monitor the status of gifts pending designation by thedonor.

  • Working closely with the Executive Director of Finance,coordinate and track the periodic analysis and monitoring of universitydonor restricted funds to ensure that funds are being effectively utilizedby the university community.

  • Coordinate efforts including research and draftingdocumentation between the Office of General Counsel, DAR Finance, and Stewardshipto repurpose funds with restrictions that can no longer be met by theuniversity

  • Coordinate the preparation of the annual endowed chairreport.

  • Monitor status of reinvesting endowments. Ensurethat all reinvesting endowments have active donor commitments.

  • Communicate endowment distribution status toindividuals fiscally responsible for their use.

  • Coordinate preparation of the quarterly quasi endowmentreinvestment memorandum. Work closely with Stewardship colleagues onthe tracking and reporting of university match challenges.

  • Track and monitor the university’s compliance with theMaster Endowment and Grant Agreement with Vanderbilt University Medicalcenter. Coordinate the completion of the annual audit.

Additional Duties

  • Handle sensitive donor and student information in thestrictest confidence, according to departmental and institutional policies

  • Work cooperatively with Development and AlumniRelations colleagues

  • Maintain strong and effective relationships withVanderbilt faculty and staff external to DAR

  • Perform other duties and responsibilities as assigned


This position does not have supervisory responsibility; this position reports administratively and functionally to two different individuals – Assistant Vice Chancellor of Stewardship and Executive Director of Finance.

Education andCertifications

  • Bachelor’s degree and one year of relevant experience,or the equivalent, is required

Experience and Skills

  • Superior verbal and written communication skills arerequired

  • Ability to exercise good judgment in the handling ofconfidential information

  • Ability to use current computer technology, such asWindows, Excel, Word, and Vanderbilt’s donor management system

  • Experience in stewardship, donor relations, finance ordevelopment research is preferred

  • Knowledge of software programs applicable todevelopment is desirable

  • The ideal candidate will be a highly motivated,professional team player with courteous interpersonal skills and an excellentcustomer service attitude

  • Candidate must also have the capacity to perform in anintellectually rigorous and complex academic environment

  • The ability to apply sound judgment in all situationsis required, as are excellent organizational skills with a meticulousattention to detail

  • Ability to work independently, take initiative, managemultiple projects simultaneously, meet deadlines, and adapt to changingpriorities are essential

  • Values the importance of equity as an organizationaloperating principle and is committed to equity, diversity, and inclusio

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 2018 (Forbes).

About Vanderbilt Benefit

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: 42214 - Stewardship

Job: Institutional Affairs Professionals

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