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Position Summary:
The Development Coordinator will play a key role in supporting the West Palm Beach Development Team within Vanderbilt’s Development and Alumni Relations (DAR) department. This role is crucial for ensuring smooth operations within the Regional Development team.
Key responsibilities include providing operational and logistical support for development team communications, events, travel, donor events, meeting preparations, data reporting and other team activities. The role requires strong organizational skills, the ability to prioritize multiple projects with varying deadlines, and the capacity to exercise independent judgement.
The Development Coordinator will be involved in various functions such as donor communications and outreach, special projects, event planning, research, administrative support, meeting preparations, and donor reporting. Other duties include managing daily office operations, budgetary and personnel activities, coordinating donor communication, and responding to donor needs.
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 identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University's teaching and research programs. More information can be found here: https://www.vanderbilt.edu/dar/
Key Functions and Expected Performance:
Budgetary Responsibilities
Maintains an in-depth understanding of financial and procurement policies and procedures.
Record and submit all checks/cash received.
Research, resolve and justify any budget or expense questions or discrepancies.
Compile data, monitor office budget and maintain current/accurate records
Project Management
Assist the West Palm Beach development team with coordinating various internal and external event activities, including organizing meetings, managing vendor relationships, and coordinating event logistics and communication details. This role may also involve handling other logistical tasks as needed.
Coordinates research with Information Management and Research and Prospect Development on prospects and donors to include VandyQuest profiles; summarize findings; event and meeting briefings; bio updates.
Manage research projects and data analysis for the West Palm Beach Development team and key campus partners.
Create activity reports in database for communications received from constituents, as well as communications sent to constituents from development officers and other team members.
Manage the donor gift acknowledgement process, including pulling weekly or monthly gift reports, writing, editing, and merging acknowledgment and cover letters, and executing with the Dean’s offices and various leadership approvals.
Assist with logistics and planning for alumni programs and other events.
Prioritize and manage multiple projects simultaneously, ensuring timely completion based on deadlines and organizational needs.
Coordinator Responsibilities
Provides high-level, direct support for the team including calendaring, expense reporting, procurement and budget management, and ad hoc projects.
Organizes, attends, and actively participates in meetings regarding team functions, and prospect reviews; assists with scheduling for team-wide meetings and activities; maintains travel plans and calendars.
Maintain a thorough knowledge of the fundraising database and other project and information management systems to effectively update and utilize data, department projects, and report progress toward goals. Manage the input and output of data within database while maintaining regular quality control and data integrity. This may include bio updates, contact reports, activity reports, volunteer coding, compiling and formatting class lists, generating data reports and dashboards, updating opportunities, and submitting cases for various needs.
Compose and maintain procedure and process documents of database and business processes for the team.
Provides follow up from donor visits including sending mailings, packages, and donor or volunteer materials at the direction of the team as needed.
Provides customer service to prospects, donors, faculty, and staff regularly.
Manages office files and organization of team supplies.
Collaborate with and support team members on special projects/initiatives.
Maintain an in-depth understanding, interpretation, and applicability of university policies and procedures.
Review, analyze, and research trends and recommend strategies for continuous improvement.
Prioritize multiple projects according to organizational demands.
Establish regular communication flow with internal and external key stakeholders.
Perform tasks and other duties as assigned.
Supervisory Relationships :
This position has no direct reports. This position reports administratively and functionally to the Executive Director of Development, West Palm Beach.
Work Environment:
This position will be located in either West Palm Beach, Florida or Nashville, Tennessee area.
If located in West Palm Beach area, this position will be fully remote until the campus office is ready. Once the office is ready, this will be a hybrid role with the expectation of being in the office 1-2 days per week or more depending on business needs. It will require occasional overnight travel to Nashville, approximately quarterly.
If located in Nashville area, this position will be hybrid with the expectation of being in the office 1 day per week or more depending on business needs.
Education and Certifications:
Associate’s degree, or the equivalent, is necessary
A bachelor’s degree is preferred
Experience and Skills :
2-3 years of relevant work experience, or the equivalent, is necessary
Prefer experience within development and/or higher education
Excellent interpersonal management skills
Confidentiality and discretion are a must
Must have a professional attitude, and exhibit considerable tact, persuasion, and judgement in interactions with internal and external constituents
Strong computer skills including Microsoft Excel, PowerPoint, and Word
Affinity for mastering new computer programs and database management
Ability to make independent decisions
Excellent oral and written communication skills
Excellent customer service skills
Excellent project management skills with ability to multi-task
Ability to handle crisis situations and perform well under pressure
Some evening/weekend work as needed
