Vanderbilt University Program Coordinator, Donor Relations in Nashville, Tennessee

Program Coordinator, Donor Relations (Job Number: 1801843)


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.

Under the supervision of the Senior Director of Donor Relations, provides program coordination for the Office of Donor Relations. Provides support and collaboration to all donor relations functions which requires the ability to manage and prioritize multiple projects according to deadlines and the ability to exercise solid and independent judgment.

Duties and responsibilities

  • Work collaboratively with the DonorRelations and Stewardship teams to ensure that projects are completed accordingto deadlines, with accuracy, quality, and integrity. Including: continuouslycompile, review and analyze project outcomes against established goals,objectives and timelines;

  • Recommend, design and implementprocess improvement for program and services

  • Provide input and seek resources andcreative solutions to effectively and efficiently address challenges, as needed

  • Support annual stewardship activitiesincluding stewardship of endowed and non-endowed funds and capital projects forprincipal/top donors, and ad hoc stewardship requests

  • Facilitate the personalized studentletter project. Request, review, format, and proof personalized student lettersto be sent to top donors throughout the year

  • Provide stewardship contact to topdonors, as needed

  • Facilitate preparation and compilationof comprehensive stewardship reports and customized financial reports for topdonors

  • Assist with planning and management ofevents which recognize donors and faculty members

  • Facilitate the compilation andmaintenance of individualized stewardship plans (ISP’s) to include ongoingreview of current status, tasks, and progress updates with prospect managers,stewardship colleagues and development assistants

  • Collaboratively manage, create, andsupport stewardship focused events

  • Compile event invitation mailing listswith input received from DAR colleagues, respective departments, facultyhonorees and donors, as appropriate

  • Design communications via mail,electronic media or other means, as appropriate

  • Serve as event liaison by answeringinquiries, providing information, and addressing concerns

  • Serve as liaison to suppliers andvendors for the program, activity or event

  • Provide staff support during the eventor program/service

  • Facilitate the research andpreparation of chair biographical information for endowed chair holdercelebrations

  • Support annual stewardship activitiesincluding stewardship of endowed funds, major donors and ad hoc stewardshiprequests

  • Work collaboratively with theStewardship and Prospect Management teams to ensure project deadlines are metand executed with accuracy, quality and integrity

  • Assist in daily and annual stewardshipreporting activities including data entry, spreadsheet maintenance and contactreports

  • Prepare standard materials forstewardship activities including producing letters, gaining appropriatesignature, tracking progress and ensuring timely delivery

  • Assist with editing and proofreadingof development materials, reports and correspondence, as required

  • Assist senior director’s role asmember of the principal gifts committee and manage related committeetasks/assignments as needed

  • Facilitate scheduling for senior director’sassigned prospects to include personal visits and annual correspondence asstewardship touches

  • Handle sensitive donor, patient, andstudent information in the strictest confidence, according to departmental andinstitutional policies

  • Answer and direct phone calls

  • Generate letters using mail merge andother functions

  • Use skills and knowledge ofstewardship schedule and projects, anticipate “next steps” to improveefficiency

  • Work cooperatively with Developmentand Alumni Relations colleagues

  • Maintain strong and effectiverelationships with Vanderbilt faculty and staff external to DAR

  • Perform other duties andresponsibilities as assigned

  • Evening and weekend work may berequired


This position reports to the Senior Director of Donor Relations

Profile of an Ideal Candidate

  • ABachelor’s degree from an accredited institution of higher education isnecessary

  • Twoor more years of experience is required

  • Experiencein stewardship, donor relations, or development research is preferred

  • Knowledge of software programs applicable to development isdesirable

  • Proficiency in Microsoft Word and Excel required

  • Superior verbal and written communication skills are required

  • The ideal candidate will be a highly motivated, professionalteam player with courteous interpersonal skills and an excellent customerservice attitude

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

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

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

  • Valuesthe importance of equity as an organizational operating principle and iscommitted to equity, diversity, and inclusion

  • Someevening and weekend work, as needed

About Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, 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. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview at .

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students 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. It is a place where employees know they are part of something bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

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