The Program Coordinator will work with Vanderbilt Divinity School (VDS) and Blair School of Music (BSM) Development and Alumni Relations teams on various development programmatic strategies and events including stewardship management, annual giving, and alumni engagement.
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.
Duties and Responsibilities:
This position will provide programmatic coordination of two development departments - Vanderbilt Divinity School and Blair School of Music. This includes partnering closely with two associate deans, an assistant director for alumni engagement and annual giving for VDS, and a director of alumni engagement and leadership annual giving for BSM. In addition, this person will work directly with the deans of VDS and BSM and their staffs, with board members and key volunteers for both schools, and serve as the team's liaison with Gift and Donor Services (GDS) and Information Management (IM).
This position is expected to work independently and have sole responsibility for the following activities:
Gift acknowledgement program - design process (determine donor levels), learn deans' speaking and writing style and draft deans' letter templates as well as personal thank you letters
Identify and resolve gift accounting and data issues with GDS and IM
Serve as partner for the LAG and donor society programs for VDS and BSM - manage calendar, process, content, and follow-up
Data analysis and reporting of both alumni statistics and giving data
Create, present, and manage budget and related records
Manage eProcurement submissions related to all aspects of the units' operations
Maintain, advise, and oversee the budgets for VDS and BSM DAR offices.
Manage travel by development staff - work with RPD and Prospect Management to organize and compile pertinent donor information, determine logistics of trip, advise on scheduling based on regional concentration of prospects
Plan and implement board meetings for three distinct boards (BSM Dean's Advisory Circle, BSM Alumni Board, VDS Board of Visitors) and other development focused meetings including Campaign Cabinets and focused major donor and key volunteer meetings such as executive committee meetings
Manage travel working closely with VDS and BSM assistants to the deans to coordinate deans' travel for development and alumni relations purposes
First response for VDS and BSM inquiries requiring excellent "customer relations" skills
Post appropriate information for both VDS and BSM on relevant social media.
Design and implement stewardship activities for endowed funds not covered by the Office of Stewardship - including various scholarships, student awards, all endowed precollege funds for VDS and BSM
Plan, execute, and follow-up for all VDS and BSM donor engagement and stewardship events (in-person and virtual) including donor-focused events around lectures, major donor cultivation events and other donor/prospect events that may occur during the academic year
Draft, track and coordinate acknowledgement letters for VDS and BSM deans' personal correspondence to major donors and appropriate others including congratulatory, in-memory-of, and condolence letters
Draft, track and coordinate acknowledgement letters for the leadership giving and annual giving programs for VDS and BSM (college and pre-college), draft updated templates on a frequent basis
Update the VDS alumni Class Notes webpages
Coordinate annual VDS birthday greetings acknowledgements which will include working with DAR Communications.
Annual Giving and Communications:
Develop and maintain production schedule/calendar related to annual giving campaigns that includes coordinating with VDS assistant director and BSM director for leadership annual giving and alumni engagement. This person will design all logistical aspects of production for annual giving appeals which includes working with DAR Communications, VU Communications, vendors, mail houses, and the office of procurement
Work with the VDS director of communications (DOC) to coordinate the production of the Spire . Create, track, and distribute alumni news in coordination with the VDS DOC as needed and work with VDS/BSM assistant director and director of AE and LAG to plan related specialized engagement opportunities, including for VDS and BSM social media activities.
Alumni Engagement Opportunities and Events:
Plan, execute, and follow-up for all alumni relations events (in-person and virtual) - including Reunion, career networking, Meet the Dean (BSM), regional engagement events, graduation events, and others that might arise
Work with VDS assistant director and BSM director to create all alumni engagement events (in-person and virtual) that support the development efforts and advance the cultivation of major gift donors and promote the priorities of VDS and BSM. Primary responsibility to plan and execute the following events --VDS and BSM graduation celebrations, distinguished alumni, donor recognition/stewardship events, Reunion events, student/alumni career networking events, Meet the Dean events (BSM), regional alumni engagement opportunities, and others as they arise. This will require coordination with the deans and their staffs, DAR Communications, VU Communications, caterers, vendors and on-sight managers
Giving Day: Partner with the assistant director for VDS and the director for BSM for all volunteer activity for Giving Day - including social media postings and tracking of all online activities that include alumni, faculty, staff and board participation, update key volunteers during the day
Plan and execute board meetings including VDS and BSM Campaign Cabinets, VDS Board of Visitors, BSM Dean's Advisory Circle, and BSM alumni board - this includes all pre-meeting communications, both group and individual, pre-meeting materials to be distributed, all meeting details and logistics, and all follow-up materials. Responsible for creating and managing new VDS Board of Visitors web portal. Establish one-on-one relationship with key volunteers and donors
Some evening and weekend work as needed.
Perform other duties as assigned
Bachelor's degree, or the equivalent, is necessary
One year of relevant experience, or the equivalent, is necessary.
Three years of relevant experience is preferred, including event planning.
Highly motivated and highly focused in order to manage two distinct programs
Independent problem solver, energetic, and professional
Detail oriented with exceptional organizational and writing skills
Knowledgeable of social media platforms and web page editing
Works independently, is accountable, generates creative ideas and develops efficient processes for key projects.
Proficiency with Zoom (or equivalent), Power Point, Microsoft Word, Excel, and Outlook
Experience with databases and information management systems with the ability to extract and analyze data for the purposes of targeting audiences for annual giving and alumni engagement
Possesses excellent interpersonal skills and confidence working with executives and important clients
Ability to prioritize, perform, and manage multiple projects on a regular basis
Exceptional oral and written communications skills
Proven experience in project management and event planning.
Oral and written communications
Superior customer service skills
Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities and protected veterans are encouraged to apply.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Internal Number: 10000505
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.