Assistant Director, Special Events and Stewardship

This position is charged with these key areas of work:  stewardship and engagement of Vanderbilt’s athletics alumni and donors, and assists in managing, planning, and execution of local and regional athletic member events. As part of the larger Athletics Development team, this individual routinely works events and activities requiring weekend and evening hours as well as travel.

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. You can visit our website for more information:  https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance: 

• Assists in planning, managing, and coordinating National Commodore Club and Black & Gold Club special events, including event logistics such as invitations, catering, RSVPs and initial and follow-up communication with members. 
• Track and analyze event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; track suggested event improvements for future implementation in recurring events.
• Determine what marketing efforts are needed for events and coordinate with colleagues in DAR Communications and MarCom
• Review and analyze events to determine effectiveness towards departmental goals and making recommendations for continuous improvement.
• Prepare all event-related materials, such as nametags, brochures, participant materials, etc.
• Participate in event budget planning and development.
• Monitor, verify and reconcile expenditure of funds.
• Process invoices and bills; records transactions; prepare various reports.
• Provide on-site event support including after-hours and weekend events on campus and / or other venues as assigned.
• Assist with social media posting relating to National Commodore Club and Black & Gold Club events.
• Additional other duties assigned when Administrative position is out such as manage One Card, reconcile monthly reports, complying with Vanderbilt’s policies, assist in answering the main line, coordinate, research, and prepare the briefings for events and appointments with donors, coordinate travel arrangements, including all logistics, and order office supplies and equipment for the office.

Work Environment:

Role required to be on campus regularly

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Associate Director.

Education and Certifications:

• Bachelor’s degree, or the equivalent, is necessary

Experience and Skills:

• One year of relevant experience is necessary
• Superior verbal and written communication skills are required
• Ability to exercise good judgment in the handling of confidential information
• Ability to use current computer technology, such as Windows, Excel, Word, and Vanderbilt’s donor management system
• Experience in working with alumni relations and/or stewardship is preferred
• Knowledge of software programs applicable to development is desirable
• The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude
• Candidate must also have the capacity to perform in an intellectually rigorous and complex academic environment
• The ability to apply sound judgment in all situations is required, as are excellent organizational skills with a meticulous attention to detail
• Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential
• Evening and weekend work is required. Travel as needed

Key Characteristics of a Successful Team Member in this Work Unit: 

• Holds oneself accountable; takes responsibility for failures as well as successes; and recognizes that trust is required to hold a team together.  
• Shares information; communicates proactively; transmits knowledge; asks for advice and considers it thoughtfully.
• Genuinely values teamwork and co-workers. 
• Expects and delivers excellence. Is proactive and focused on creative problem solving. Welcomes input to making things better. Places a high value on learning and improving.
• Is motivated. Manages time, activities and outcomes well so that progress stays on track. Balances multiple, competing priorities simultaneously without becoming overwhelmed.
• Ability to work nights and weekends.