Job Description

The Development Coordinator supports the Owen Graduate School of Management's (Owen) fundraising and alumni engagement efforts within the Development and Alumni Relations (DAR) department. This role provides essential administrative support to the team, including calendaring, travel planning, and expense reporting, as well as assistance with event logistics, donor communications, data management, and project coordination. The ideal candidate will be highly organized, detail-oriented, and able to manage multiple projects simultaneously while ensuring smooth day-to-day operations and ad hoc requests.

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:

Administrative Support & Operations

• Daily calendaring/scheduling, travel planning, and expense reports for the Associate Dean, as well as other management team members, as needed.
• Coordinate schedules and prepare materials for high-level donor meetings, including prospect management reviews and donor updates.
• Manage daily reminders for upcoming tasks and next steps for development prospects, ensuring timely follow-up on open opportunities.
• Track and record donor activities in the donor management system, VandyQuest, on behalf of the Associate Dean and others, as needed.
• Generate ad hoc reports and requests regularly.
• Support the preparation of materials for leadership meetings, ensuring reports and documents are clear, accurate, and aligned with organizational objectives.
• Provide logistical and administrative support for key development and alumni engagement activities, including events such as Owen Event-in-a-Box, Reunion, and Closing Bells

Collaboration & Communication

• Regularly meet with the Associate Dean and Owen management team to review upcoming projects, donor engagement strategies, and key deadlines.
• Collaborate with team members on special projects, providing administrative support and helping to resolve challenges as they arise.
• Act as a liaison between the Owen team and external stakeholders, maintaining strong communication with the Executive Assistant to the Dean of Owen and other key staff.

Project Management

• Maintain confidential and sensitive information with the highest discretion and professionalism.
• Conduct research to support donor engagement strategies, providing relevant data from the donor management system.
• Review and edit reports, presentations, and other materials for accuracy and quality.

Supervisory Relationships

This position does not have supervisory responsibility.

This position reports administratively and functionally to the Associate Dean of Development and Alumni Relations.

Education and Certifications:

• An associate degree, or the equivalent, is necessary
• A bachelor’s degree is preferred

Experience and Skills

• Two years of relevant work experience, or the equivalent, is preferred

• Prefer 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

• 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

• 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 perform well under pressure

• Position requires flexibility to work occasional nights and weekends when needed

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.