DAR Coordinator, Annual Giving and Engagement Operations

The Development Coordinator supports key annual giving and engagement operation functions, focusing on data tracking, analysis, and reporting, and developing email/web communications. The position partners with internal stakeholders, providing training and communications assistance and sharing best practices. The position works to develop tools for internal clients and constituents that have an easy user experience, leaning on best-in-class tools and products.

The Development Coordinator works collaboratively with a team of professionals under the leadership of the Senior Director of Annual Giving and Engagement Operations.

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:

Data Entry/Integrity and Reporting

• Analyze data to discern actionable donor insights to support strategic decision-making and business planning, driving departmental goals such as donors, dollars, and pipeline donor growth.

• Help set and track progress toward Giving Day goals for key donor affiliations and campus partners (schools, units, areas).

• Prepare detailed donor insights reports in a way that is clear, impactful, and ready to share with stakeholders.

• Assist with data collection, submission, and tracking for activities ensuring coding integrity across all entry points (i.e., volunteering, event attendance).

• Create monthly reports for schools and units that reflect progress toward engagement and giving goals.

• Partner across DAR to ensure data in VU systems is accurate and comprehensive.

• Provide assistance with ad hoc reporting and analysis. 

Specialty Campaigns

• Serve as project manager for approved crowdfunding campaigns including confirming all necessary approvals, coordinating website asset submissions, finalizing campaign for review, and communicating fundraising updates to appropriate partners.

• Create and distribute monthly reports for campus partners and alumni groups that reflect progress toward fundraising goals

• Maintain the tracking system for DAR Leadership to have real-time data on specialty campaign and crowdfunding outreach and results.

• Lead copywriting and proofing of specialty campaign solicitation and stewardship efforts.

• Collaborate with the Associate Director to plan and execute specialty campaigns that amplify existing solicitations. (i.e., Fall-incentive, Giving Tuesday and Giving Day).

• Lead on-campus events and promotions for faculty and staff fundraising efforts. 

Email and Web Communications

• Manage and track all website updates for alumni engagement and annual giving including monthly, quarterly, and annual audits.

• Manage the data requests and delivery for alumni engagement and annual giving emails.

• Ensure all team communications are accurate and up to date on the Master Calendar.

• Ensure communications projects are submitted via the project management system as needed.

• Support the day-to-day management of VUconnect.com (website). 

Technology, Tools, and Training

• Draft training materials and assist with training staff to improve existing processes.

• Serve as a resource for DAR and other partners on annual giving and engagement operations.

• Assist with building resources to guide staff and ensure best practices across the department.

Provide administrative support to Annual Giving and Engagement Operations Team

• Calendar management of leadership team, and overall support to team-wide calendar

• Schedule meetings, coordinate agendas/presentation materials, and assist with team follow-up

• Manage the operational budget and team expenses

• Book travel and complete expense reports

• Provide exceptional frontline customer service to constituents by responding to emails through shared inboxes and phone lines. This requires strong decision making and the ability to independently answer questions in a timely manner, triage and troubleshoot issues, and work with team members to identify solutions.

• Co-manage Giving Day communications, operational needs, and event activations as needed. 

Other Duties:

• Provide event staffing support where needed.

• Perform other duties as assigned.

Supervisory Relationships:

This position does not have supervisory responsibilities and reports administratively and functionally to the Director of Annual Giving and Engagement Operations while also maintaining a dotted-line reporting relationship to the Associate Director of Specialty Campaigns.

Work Environment

This is a hybrid role based in Nashville – in the office approximately 1 day per week depending on business needs.

Education and Certifications:

• Associate’s degree, or an equivalent combination of education, relevant military experience, and relevant skills, is required. A bachelor’s degree is preferred.

Experience and Skills:

• 1 year of related experience with higher education development, project management, operations, and/or data analytics is preferred.

• Proficient in current computer technology (Windows, Excel, Word, Internet navigation, online learning platforms, design software, and Salesforce - Vanderbilt’s donor management system).

• Strong organizational and project management skills.

• Takes initiative, manages multiple projects simultaneously, meets deadlines.

• Ability to work collaboratively in a team environment and across the department.

• Passion for training others and desire to be of service to the team.

• Excellent written and oral communication skills.

• Exercises appropriate discretion and demeanor when dealing with alumni, parents, friends, and employees – including handling confidential information.

• Ability to remain calm under pressure and adapt to/embrace change.

• Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion.

• Some evening and weekend work, as needed.

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.