Job Description

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The Associate Director of Donor Engagement and Administration is responsible for managing comprehensive donor engagement strategies, stewardship programs, and operational initiatives for the School of Engineering’s $300M Power the Impossible Campaign. This role serves as a strategic partner in cultivating and retaining top-level donors while supporting the Engineering Council of Advisors and implementing systems-based approaches to donor communications and engagement. The successful candidate will combine development expertise and collaboration with operational excellence to enhance relationships with major donors and prospects.

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 engagement, 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:

Engineering Council of Advisors Management

• Serve as primary liaison for all Engineering Council communications, including meeting coordination, agendas, materials, and follow-up

• Manage scheduling and logistics for council meetings, events, and special initiatives

• Track council member engagement metrics and identify opportunities for deeper involvement

• Support council leadership in strategic planning and annual programming

• Develop and maintain comprehensive council database including contact information, giving history, and engagement records

Communications & Marketing

• Develop compelling campaign collateral including case statements, donor proposals, brochures and one-pagers, newsletters, and promotional materials
• Create integrated marketing and communications plan supporting capital campaign objectives, including timelines, channels, and messaging strategies
• Collaborate with DAR, School of Engineering and university communications and marketing teams to ensure consistent branding and messaging
• Develop prospect and donor-focused marketing materials that effectively communicate impact and opportunities
• Manage content calendar for donor communications across multiple channels (email, print, digital)

Systems, Processes & Operations

• Design and implement systems and processes ensuring consistent, regular communication with top donors
• Develop standardized operating procedures for donor gift tracking, acknowledgment, and stewardship documentation, in collaboration with the appropriate DAR teams
• Create templates and frameworks for routine donor communications and follow-ups
• Establish metrics and reporting mechanisms to track engagement and program effectiveness
• Manage donor databases, ensuring accuracy of records and timely updates
• Coordinate with gift processing and advancement services to ensure seamless donor experience

Prospect Development & Innovation

• Research and identify new prospect opportunities through data analysis and strategic prospecting
• Develop innovative engagement strategies to attract and activate new donors
• Create and pilot new engagement initiatives, programs, and recognition opportunities
• Evaluate effectiveness of engagement strategies and recommend improvements
• Stay current with emerging trends in donor engagement and development best practices

Donor Engagement & Stewardship

• Design and execute custom stewardship plans for top-level donors and prospects, ensuring meaningful engagement aligned with their philanthropic interests and giving capacity
• Develop and maintain comprehensive donor relationship management protocols that ensure consistent, personalized communication and recognition
• Identify opportunities to deepen relationships with donors through strategic cultivation events, impact updates, and meaningful interactions
• Create and coordinate tailored stewardship recognition programs that celebrate and acknowledge donor contributions across all giving levels
• Build and maintain positive relationships with current donors to encourage retention and increased engagement

Additional Responsibilities

• Support major gift officers in proposal development and donor meetings as needed
• Participate in school events, cultivations, and other development activities
• Maintain confidentiality and exercise discretion with sensitive donor information
• Contribute to annual giving initiatives and fundraising events
• Complete special projects and support other departmental needs as assigned

Core Competencies

• Strategic Thinking: Ability to develop comprehensive engagement strategies aligned with institutional priorities
• Relationship Management: Excellent interpersonal skills and ability to build and maintain strong donor relationships
• Project Management: Skilled at planning, coordinating, and executing multiple projects with competing deadlines
• Communication: Clear, compelling written and verbal communication tailored to diverse audiences
• Problem-Solving: Creative approach to identifying and addressing operational challenges
• Attention to Detail: Commitment to accuracy in data management, documentation, and follow-up
• Technology Proficiency: Comfortable learning and utilizing advancement software and tools
• Collaboration: Ability to work effectively with colleagues across departments and levels
• Initiative: Self-motivated with ability to identify needs and implement solutions
• Cultural Awareness: Respectful and inclusive approach to engaging diverse stakeholder groups

Supervisory Relationships:

This role will be an individual contributor with no direct reports.

This position reports administratively and functionally to the Associate Dean of Development, Engineering.

Work Environment:

If working in the Nashville area, this is a hybrid role that is expected to be in the office one day per week or more depending on business needs and scheduled travel.

Education and Certifications:

A bachelor's degree, or the equivalent, isnecessary.

Experience and Skills:

• Minimum 3-5 years of experience in development, fundraising, donor relations, stewardship, annual giving, or related field
• Demonstrated experience in donor communications and relationship management
• Strong project management and organizational skills with ability to manage multiple initiatives simultaneously
• Excellent written and verbal communication skills
• Proficiency with CRM systems (Salesforce preferred) and standard office software
• Ability to work independently and as part of a collaborative team
• Strong interpersonal skills and ability to interact professionally with donors, faculty, staff, and leadership
• Attention to detail and commitment to accuracy in documentation and data management
• Flexibility to attend evening and weekend university events as needed (occasional)

• Valid driver’s license and reliable transportation may be required for some donor visits. Must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.

Preferred Qualifications

• Experience in higher education development, particularly within engineering programs or research universities

• Deep expertise in marketing, communications, stewardship, and annual giving, with the ability to develop comprehensive donor engagement plans

• Skilled storyteller with the ability to translate high-level concepts into compelling pitch decks, narratives, and marketing materials that drive engagement

• Strong analytical mindset with the ability to generate actionable insights to inform leadership decision-making

• Experience managing advisory boards or councils

• Knowledge of major gifts or principal gift fundraising

• Previous experience at Vanderbilt or similar R1 institution

• Experience with event planning and coordination

• Background in stewardship strategy development

• Familiarity with higher education advancement operations

• Grant writing or proposal development experience

• Social media and digital marketing experience

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.