Development Coordinator, Vanderbilt Medical Alumni Association

The Development Coordinator is part of the Vanderbilt Medical Alumni Association (VMAA) team within Development and Alumni Relations (DAR). This position serves as a key team member who provides operational support to the VMAA alumni engagement efforts. Duties include purchasing and financial tracking, event and program logistical support, assistance with communications, and administrative coordination. Ideal candidates are flexible, complete tasks on time, and can prioritize multiple tasks and work independently.

This position serves as a key team member who provides operational support to the VMAA alumni engagement efforts. Duties include purchasing and financial tracking, event and program logistical support, assistance with communications, and administrative coordination. Ideal candidates are flexible, complete tasks on time, and can prioritize multiple tasks and work independently.

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.

Key Functions and Expected Performance: 
 

• Assists in the execution of operational activities for the VMAA.
  • Works in various systems to execute project management including data collection (i.e., Redcap), event support software (i.e., Paperless Post, MyEmma), and design software (i.e. Canva)
  • Implements a comprehensive calendar management to support and organize the activity of the team and program
  • Assists with the creation and distribution of timelines to ensure projects are operating in a timely manner 
  • Secures and negotiates contracts and logistics with various event vendors for programs and events
  • Monitors and tracks expenditures and sends reminders on outstanding items
  • Generates ad hoc reports including, but not limited to, event budget summaries and forecasting for future programs

• Provide support to the Senior Director. 
  • Schedules meetings, coordinates agendas, and assists with team follow-up
  • Independently manages expense reports and budget tracking
  • Assists with presentation development
  • Assists with travel-related tasks and forms for Senior Director and guests of VMAA 
  • Provides administrative support for VMAA Board of Directors meetings, programs, and projects 

• Helps drive engagement efforts through communications, program management, and customer service.
  • Serves as editor for all departmental websites, including regular reviews and updates, and contributor for social media accounts.
  • Contributes to and edits communication pieces, including invitations, formal correspondence, promotional materials, and alumni submissions.
  • Researches content for publications including websites, print, electronic, and social media.
  • Maintains inventory of merchandise, including purchasing and shipping 
  • Leads assigned events, including organizing logistics, publicity, and tracking. 
  • Assists on special projects related to trends in alumni engagement and programming
  • Provides customer service as needed responding to emails and phone calls from constituents 

• Contribute to a results-driven team.
  • Embraces and helps create a positive work culture 
  • Maintains strict confidentiality and professionalism related to sensitive donor and department information
  • Works cross-departmentally to support other teams and to foster collaboration between areas
  • Performs tasks and other duties as assigned 
  • Actively seeks learning opportunities by taking on new projects and asking for feedback
  • Works as a self-starter, anticipating problems or opportunities for improvement and provides ideas and solutions 

Supervisory Relationships: 

This position does not have supervisory responsibility. 

This position reports administratively and functionally to the Senior Director of VMAA

Work Environment:

This is a hybrid role based in Nashville – in the office approximately 1 day per week depending on business needs.

Education and Certifications:

•  Associate’s degree is required

Experience and Skills:

• Bachelor’s degree is preferred. 
• Two years of relevant development work experience, or the equivalent, is preferred.
• Prefer experience within higher education
• Excellent interpersonal management skills
• Confidentiality and discretion are a must
• Must have professional attitude, and exhibit considerable tact, persuasion, and judgement in interactions with internal and external constituents
• Strong computer skills including Microsoft Excel, PowerPoint, Word
• Affinity for mastering new computer programs 
• 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