The Program Coordinator is a part of the Alumni Engagement team and supports a dedicated team of professionals responsible for the continuous engagement of Vanderbilt’s alumni and parents around the world. This team is fast-paced, collaborative, and impact-driven to continually increase alumni engagement and giving. This role provides operational support for the Assistant Vice Chancellor, and two Executive Directors, and assists with additional initiatives needed across all of Alumni Engagement.
Responsibilities range from administrative tasks, data entry, travel/logistical support and calendar management. Additionally, the program coordinator may assist in support of team-wide initiatives, and meeting/presentation help. Ideal candidates should be customer-service oriented, strong attention to detail, flexibility, ability to complete tasks with urgency, and able to prioritize multiple tasks and work independently.
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.
Duties and Responsibilities
- Provide administrative support to the Assistant Vice Chancellor, two Executive Directors and other members of the team, as needed.
- Calendar management of leadership team, and overall support to team-wide calendar
- Schedule meetings, coordinate agendas/presentation materials, and assist with team follow-up
- Assist as needed with booking travel and completing expense reports
- Onboarding of team members for Communication-based needs (email groups/inboxes, calendars, phones), and serves as primary liaison with DAR administrative support manager
- Additional ad-hoc project assistance as requested
- Supports engagement efforts through data reports and front line customer service.
- Provide exceptional front line customer service to constituents by responding to emails through shared inboxes and phone lines. This requires the ability to answer questions in a timely manner, troubleshoot issues, and work with team members to identify solutions.
- Run and organize reports as requested by leadership team; in partnership with Engagement Operations team
- Enter data into the CRM system
- Contribute to an outcome-driven and continuous improvement culture.
- Embrace a positive work culture with the goal of balancing office days and flexible work arrangements that supports teammates who travel
- Maintain strict confidentiality related to sensitive donor and departmental information
- Work cross-departmentally to foster collaboration between areas, and perform tasks and other duties as assigned
Qualifications
- A bachelor’s degree, or the equivalent, is required.
- Three years of relevant development work experience, or the equivalent, is required.
- Confidentiality and discretion are required.
- A professional attitude and an ability to exhibit considerable tact, persuasion, and judgement in interactions with internal and external constituents are required.
- Two years of higher education experience is preferred.
- Excellent interpersonal management skills
- Strong computer skills including Microsoft Excel, PowerPoint, and Word
- Affinity for mastering new computer programs and database management
- A demonstrated ability to work successfully with high-level executives
- An ability to make independent decisions
- Excellent oral and written communication skills
- Excellent customer service skills
- Excellent project management skills with ability to multi-task
- An ability to handle crisis situations and perform well under pressure
- An ability to work nights and weekends when needed
- Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
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.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
#LI-HYBRID