Development Coordinator, Athletics

Position Summary:

The Development Coordinator supports the Athletics fundraising and alumni engagement efforts within the Development and Alumni Relations (DAR) department. This role provides essential administrative support to the team, such as calendaring, travel planning, and expense reports, while also assisting with weekly Chancellor updates, donor communications, data management, and project coordination. The ideal candidate will be highly organized, detail-oriented, and able to manage multiple projects simultaneously while ensuring smooth day-to-day operations and ad hoc requests. 

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: 

• Daily calendaring/scheduling, travel planning, and expense reports for Athletics leadership, as well as other management team members, as needed.
• Coordinate schedules and prepare materials for meetings.
• Manage, monitor, and answer NCC mail and email lines.
• Track and record activities in the donor management system, VandyQuest, including updating development officer opportunities and activity reports, submitting cases, and pulling reports.
• Generate ad hoc reports and requests regularly.
• Support the preparation of materials for leadership meetings, ensuring reports and documents are clear, accurate, and aligned with organizational objectives.
• Provide logistical and administrative support for key development and alumni engagement activities.
• Collaborate with team members on special projects, providing administrative support and helping to resolve challenges as they arise.
• Assist as a liaison between the Athletics team and external stakeholders, maintaining strong communication with the Executive Assistant and other key staff.
• Maintain confidential and sensitive information with discretion and professionalism.
• Manage the distribution of stewardship letters, pledge payment reminders, and other communications on a regular basis.
• Review and edit reports, presentations, and other materials for accuracy and quality.

Supervisory Relationships:

This position does not have supervisory responsibility.

This position reports administratively and functionally to the Senior Director of Development, Athletics, but will partner closely with the rest of the athletics development team, specifically the administrative needs of the leadership team. 

Work Environment:

This is an in-person role based in Nashville – in the office 5 days per week.

Education and Certifications:

• An associate degree, or the equivalent, is necessary
• A bachelor’s degree is preferred

Experience and Skills:

• One year of relevant work experience, or the equivalent, is preferred
• Prefer experience within higher education and/or athletics
• 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
• Demonstrated ability to work successfully with high-level executives
• 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
• Position requires flexibility to work nights and weekends when needed