Development Coordinator, A&S (10007606)

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

Job Description

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The Development Coordinator plays a vital role in supporting the College of Arts and Science (A&S) Development and Alumni Relations (DAR) team. This position provides comprehensive administrative, operational, and project management support to advance the College's philanthropic priorities-particularly those related to the arts and libraries initiatives, such as the Arts Project, the Vanderbilt University Museum of Art (VUMA), and the Jean and Alexander Heard Libraries.

The Coordinator ensures the efficient and effective execution of day-to-day operations across the team, supporting donor engagement, event coordination, data management, and stewardship activities. The ideal candidate will be highly organized, detail-oriented, and proactive, with strong project management skills and a passion for advancing the arts and humanities at Vanderbilt.

This position serves as a key liaison for arts and libraries initiatives within the College of Arts and Science, helping to coordinate development activity across departments and partners-including faculty, museum and library leadership, and the broader Vanderbilt arts ecosystem. The role contributes directly to Vanderbilt's strategic effort to elevate and expand the arts and humanities on campus and beyond.

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:

Project Management and Coordination

Manage and track multiple ongoing projects across the A&S Development team, with a particular focus on initiatives related to the arts, humanities, and libraries.
Coordinate internal and external events, donor visits, and special programs-handling scheduling, logistics, vendor relationships, and communications.
Partner with faculty, staff, and DAR colleagues to support cross-disciplinary initiatives such as the Arts Project and collaborative efforts with the Libraries and Museum.
Create and maintain timelines, task lists, and documentation to ensure efficient progress on key initiatives.
Prepare detailed itineraries, briefing materials, and meeting notes for development officers and leadership.
Assist with event preparation and follow-up, including donor mailings, materials distribution, and visit summaries.

Administrative and Operational Support

Provide administrative and logistical support for development officers, including calendaring, travel coordination, and expense reporting.
Manage scheduling for the A&S Management Team and coordinate travel arrangements, reimbursements, and vendor invoices.
Maintain organized team files, office systems, and supplies.
Handle donor correspondence, including drafting acknowledgment letters and ensuring timely follow-up.
Record and submit all checks/cash received and coordinate with Gift Processing as needed.

Donor Relations, Data, and Reporting

Support donor acknowledgment processes, including generating reports, drafting personalized correspondence, and securing leadership approvals.
Enter and maintain donor and prospect information in Vanderbilt's fundraising database (VQ), ensuring data integrity and accuracy.
Run and analyze weekly or monthly reports to track gift totals, donor engagement activity, and project progress.
Conduct research on prospects and donors using VQ and other internal tools; summarize findings for meetings and briefings.
Maintain dashboards, historical data, and project documentation for stewardship and campaign reporting.

Budget and Finance

Maintain awareness of financial and procurement policies and ensure compliance with all expense and budgetary procedures.
Process reimbursements, P-card transactions, and procurement orders accurately and promptly.
Reconcile expenses and research discrepancies in collaboration with finance and administrative partners.

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Senior Director of Development, College of Arts and Science.

Work Environment

This is a hybrid position based in Nashville, Tennessee, with the expectation to be in the office approximately one day per week, or more as business needs require (for donor visits, events, and team meetings).

Education and Certifications:

Associate's degree or equivalent experience required
Bachelor's degree preferred

Experience and Skills:

2-3 years of professional experience in project management, development, higher education, or nonprofit administration preferred
Strong organizational and time management skills with the ability to manage multiple priorities
Excellent oral and written communication abilities
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with donor databases preferred
High attention to detail and accuracy in handling confidential materials
Ability to work independently while fostering collaboration across teams
Professional demeanor, sound judgment, and ability to manage relationships with faculty, donors, and staff

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.

Job Info