Coordinator, Donor Relations Operations (10007405)

Vanderbilt University • Full-time • Nashville, TN, US • 2m ago

Job Description

The Coordinator, Donor Relations Operations serves as a strategic and technical linchpin on the Donor Relations Operations team, ensuring data, systems, and insights are leveraged to strengthen relationships and drive results. Reporting to the Senior Director of Donor Relations Operations-and providing operational support to the Executive Director of Donor Relations-the Coordinator partners across Development and Alumni Relations (DAR) to implement and track donor relations initiatives; design, document, and refine protocols and workflows; and support meaningful, high-impact donor experiences. This role also supports the broader Donor Relations team with logistics, scheduling, budget tracking, and coordination of additional initiatives.

The Coordinator oversees core operational functions-including CRM data entry and optimization, database management, daily stewardship execution (e.g., acknowledgments, impact reporting logistics, recognition tracking), and process improvement-while translating data insights into scalable stewardship strategies that elevate donor satisfaction and retention. The ideal candidate is detail-oriented and solutions-driven, with excellent organizational and communication skills, strong project management capability, and the ability to manage multiple concurrent priorities in a fast-paced environment.

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. Learn more about our department at https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance:

Donor Operations & Stewardship

Executes daily stewardship activities and fulfillment.
Coordinates donor experiences and touchpoints.
Liaising with vendors and production logistics.
Meets deadlines and quality standards.

Data, CRM & Reporting

Enters and maintains CRM data and records.
Coordinates lists, reports, and dashboards for outreach and tracking.
Conducts data audits and resolves issues.
Segments audiences and maintains accurate donor profiles.

Process Improvement & Project Management

Documents and refines standard operating procedures and workflows.
Supports cross-DAR coordination and implementing best practices
Monitors timelines, tasks, and deliverables.
Applies creative problem solving to improve processes.
Benchmarks best practices and seeks learning opportunities.

Stakeholder Engagement & Executive/Team Support

Supports the Executive Director with calendars and meetings.
Provides tactical support for budget operations and prepares expense reports.
Coordinates team logistics, scheduling, follow-ups, and constituent communications.
Assists with presentations, materials, and travel needs.

Contributes to a Results-Driven Team

Remain current on industry best practices and actively participate in benchmarking and professional development opportunities.
Embrace a positive work-culture with the goal of balancing in-office days and flexible work arrangements.
Maintain strict confidentiality related to sensitive donor and department information.
Work cross-departmentally to support other teams and to foster collaboration between areas.
Perform tasks and other duties as assigned.
Actively seek learning opportunities through taking on new projects and asking for feedback.

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Senior Director of Donor Relations Operations.

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:

Bachelor's degree, or the equivalent, is necessary.

Experience and Skills:

Three years of relevant donor relations or operations experience, or the equivalent, is necessary.
Prefer at least three years of experience within 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.
Experience in optimizing processes and refining data in a CRM.
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.
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.
The capacity to perform in an intellectually rigorous and complex academic environment.
Ability to work independently, take initiative, manage programs consisting of multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.

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.

About Us

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.

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