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The Associate Director of Donor Engagement and Administration is responsible for managing comprehensive donor engagement strategies, stewardship programs, and operational initiatives for the School of Engineering’s $300M Power the Impossible Campaign. This role serves as a strategic partner in cultivating and retaining top-level donors while supporting the Engineering Council of Advisors and implementing systems-based approaches to donor communications and engagement. The successful candidate will combine development expertise and collaboration with operational excellence to enhance relationships with major donors and prospects.
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 engagement, identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs. You can visit our website for more information: https://www.vanderbilt.edu/dar/
Key Functions and Expected Performance:
Engineering Council of Advisors Management
Serve as primary liaison for all Engineering Council communications, including meeting coordination, agendas, materials, and follow-up
Manage scheduling and logistics for council meetings, events, and special initiatives
Track council member engagement metrics and identify opportunities for deeper involvement
Support council leadership in strategic planning and annual programming
Develop and maintain comprehensive council database including contact information, giving history, and engagement records
Communications & Marketing
- Develop compelling campaign collateral including case statements, donor proposals, brochures and one-pagers, newsletters, and promotional materials
- Create integrated marketing and communications plan supporting capital campaign objectives, including timelines, channels, and messaging strategies
- Collaborate with DAR, School of Engineering and university communications and marketing teams to ensure consistent branding and messaging
- Develop prospect and donor-focused marketing materials that effectively communicate impact and opportunities
- Manage content calendar for donor communications across multiple channels (email, print, digital)
Systems, Processes & Operations
- Design and implement systems and processes ensuring consistent, regular communication with top donors
- Develop standardized operating procedures for donor gift tracking, acknowledgment, and stewardship documentation, in collaboration with the appropriate DAR teams
- Create templates and frameworks for routine donor communications and follow-ups
- Establish metrics and reporting mechanisms to track engagement and program effectiveness
- Manage donor databases, ensuring accuracy of records and timely updates
- Coordinate with gift processing and advancement services to ensure seamless donor experience
Prospect Development & Innovation
- Research and identify new prospect opportunities through data analysis and strategic prospecting
- Develop innovative engagement strategies to attract and activate new donors
- Create and pilot new engagement initiatives, programs, and recognition opportunities
- Evaluate effectiveness of engagement strategies and recommend improvements
- Stay current with emerging trends in donor engagement and development best practices
Donor Engagement & Stewardship
- Design and execute custom stewardship plans for top-level donors and prospects, ensuring meaningful engagement aligned with their philanthropic interests and giving capacity
- Develop and maintain comprehensive donor relationship management protocols that ensure consistent, personalized communication and recognition
- Identify opportunities to deepen relationships with donors through strategic cultivation events, impact updates, and meaningful interactions
- Create and coordinate tailored stewardship recognition programs that celebrate and acknowledge donor contributions across all giving levels
- Build and maintain positive relationships with current donors to encourage retention and increased engagement
Additional Responsibilities
- Support major gift officers in proposal development and donor meetings as needed
- Participate in school events, cultivations, and other development activities
- Maintain confidentiality and exercise discretion with sensitive donor information
- Contribute to annual giving initiatives and fundraising events
- Complete special projects and support other departmental needs as assigned
Core Competencies
- Strategic Thinking: Ability to develop comprehensive engagement strategies aligned with institutional priorities
- Relationship Management: Excellent interpersonal skills and ability to build and maintain strong donor relationships
- Project Management: Skilled at planning, coordinating, and executing multiple projects with competing deadlines
- Communication: Clear, compelling written and verbal communication tailored to diverse audiences
- Problem-Solving: Creative approach to identifying and addressing operational challenges
- Attention to Detail: Commitment to accuracy in data management, documentation, and follow-up
- Technology Proficiency: Comfortable learning and utilizing advancement software and tools
- Collaboration: Ability to work effectively with colleagues across departments and levels
- Initiative: Self-motivated with ability to identify needs and implement solutions
- Cultural Awareness: Respectful and inclusive approach to engaging diverse stakeholder groups
Supervisory Relationships:
This role will be an individual contributor with no direct reports.
This position reports administratively and functionally to the Associate Dean of Development, Engineering.
Work Environment:
If working in the Nashville area, this is a hybrid role that is expected to be in the office one day per week or more depending on business needs and scheduled travel.
Education and Certifications:
A bachelor's degree, or the equivalent, is necessary.
Experience and Skills:
Preferred Qualifications
Experience in higher education development, particularly within engineering programs or research universities
Deep expertise in marketing, communications, stewardship, and annual giving, with the ability to develop comprehensive donor engagement plans
Skilled storyteller with the ability to translate high-level concepts into compelling pitch decks, narratives, and marketing materials that drive engagement
Strong analytical mindset with the ability to generate actionable insights to inform leadership decision-making
Experience managing advisory boards or councils
Knowledge of major gifts or principal gift fundraising
Previous experience at Vanderbilt or similar R1 institution
Experience with event planning and coordination
Background in stewardship strategy development
Familiarity with higher education advancement operations
Grant writing or proposal development experience
Social media and digital marketing experience
