Job Description

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The Program Coordinator provides comprehensive operational support for the Research and Prospect Development team within Development and Alumni Relations (DAR) to ensure effective management of departmental programs and initiatives. This role is responsible for managing team operations and administrative processes, coordinating budget and vendor activity, maintaining data systems, and supporting the overall needs of the department.

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/

About You:

Our ideal candidate is a responsible, proactive, team-oriented professional who is excited to learn and work with dedicated team members who are passionate about our mission. In this role, you have the ability to work independently, take initiative, manage multiple priorities simultaneously, meet deadlines, and adapt to changing priorities. You can enjoy a flexible working environment that embraces a hybrid approach, allowing a balance of working remotely and collaborating in the office with colleagues. You will be a key contributor and valued member of the Research and Prospect Development team.

Key Functions and Expected Performance: (In order of strategic importance and time spent)

RPD Team Operations and Administrative Support

• Provide overall team office management support to ensure smooth daily operations.

• Assist with calendaring for team leadership during peak seasons.

• Plan and manage quarterly team meetings and events, including communications, slide deck development, logistics, vendor coordination, budget tracking, and post-event reconciliation.

• Coordinate with HR and other DAR teams to support RPD hiring processes, interview scheduling, and candidate communications as needed.

• Maintain organized electronic filing systems.

• Assist in the coordination and tracking of program initiatives and deliverables.

• Develop and maintain documentation of processes and workflows.

• Recommend improvements to enhance efficiency and effectiveness.

RPD Budget and Vendor Management

• Assist in the development, monitoring, and reconciliation of departmental budgets. Track and manage program expenses to ensure alignment with approved budgets.

• Process invoices, reimbursements, and travel expenses in accordance with institutional policies.

• Serve as primary liaison for department vendor management, including coordinating vendor contracts, payments, and trainings.

• Identify opportunities for financial process improvement and cost efficiencies.

CRM Data Management & Reporting

• Maintain a thorough knowledge of the fundraising database (Salesforce CRM) and perform routine data entry.

• Pull routine and ad hoc reports via Salesforce and Tableau to support leadership decision-making.

• Assist with the creation of event briefings and light prospect research.

• Support data projects, including tracking metrics, compiling reports, and maintaining spreadsheets.

• Maintain confidentiality and integrity of sensitive information.

Other Duties as Assigned

• Support special projects and cross-functional initiatives.

• Provide additional administrative and operational support as needed to meet evolving departmental priorities.

Supervisory Relationships

This position has no supervisory responsibility; this position reports administratively and functionally to the Executive Director of Research and Prospect Development.

Work Environment:

This position will be a hybrid role based in Nashville, requiring approximately 1 day per week in office, depending on the business needs.

Education and Certifications:

• Bachelor’s degree, or the equivalent, is required.

Experience and Skills

• 2+ years of relevant experience is required.
• Strong proficiency in Microsoft Excel, Word, and database systems.
• Experience with reporting tools and data management systems preferred.
• Experience with budget tracking and financial reconciliation preferred.
• Experience supporting HR processes and vendor coordination preferred.

Required Competencies

• Excellent organizational skills and attention to detail.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Strong written and verbal communication skills.
• Ability to exercise discretion and maintain confidentiality.
• Strong analytical and problem-solving skills.
• Ability to work independently while contributing to a collaborative team environment.
• Professional demeanor and customer-service orientation.
• Excellent written and oral communication skills.
• Proven ability to work collaboratively across teams and academic disciplines, fostering partnerships and aligning priorities.
• Experience managing multiple projects simultaneously and meeting deadlines in a dynamic and evolving environment.
• The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.

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.