Vanderbilt University Assistant to the Assistant Vice-Chancellors for Development and Alumni Relations in Nashville, Tennessee

Assistant to the Assistant Vice-Chancellors for Development and Alumni Relations (Job Number: 1701639)

Description

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.

The Assistant to the AVC (Assistant Vice Chancellors) position will provide high-level communication, project, and organizational assistance to two Assistant Vice Chancellors within DAR. This position will serve as the primary point of contact for the Assistant Vice Chancellors.

The Assistant Vice Chancellors are responsible for the management and execution of fundraising plans for 11 colleges, schools, and programs. The Assistant will be responsible for, and serve as primary contact to both internal and external constituents: prioritize and handle requests on behalf of the Assistant Vice Chancellors with these eleven schools and colleges. This position is expected to exercise discretion regarding the confidential nature of prospect and donor information with the ongoing initiatives of the Assistant Vice Chancellors’ office.

Key Functions and Expected Performances:

Communications:

  • Proofread correspondence for the Assistant Vice Chancellors of Development and Alumni Relations to include the tracking of gift acknowledgments.

  • Independently draft professional memos and correspondence.

  • Provides a considerable amount of confidential and sensitive information to support of administrative activities.

  • Prepare and distribute reports and briefings for University Central Development review.

  • Ensure that data and records will be created and maintained (per department and University guidelines) to document financial, planning, correspondence, procedures, processes and other information necessary to reflect project activities.

  • Greet visitors. Screen and handle incoming telephone calls. Assist with handling inquiries and requests (via phone or mail) from alumni, parents, trustees, deans, university leadership and friends of the university.

  • Manage and track the signing of gift agreements by Vanderbilt leadership.

  • Schedule meetings and handle all logistics, including communications with staff, planning and distribution of agenda and room set up.

  • Act as a liaison for an event/program by answering inquiries, providing information, and addressing concerns

  • Process and appropriately distribute incoming communications.

  • Ensures quality, consistency, and effectiveness of all communications.

  • Running reports for monthly individual staff meetings-including metrics, business plan reports

  • Running daily contact reports and monthly contact reports by credited staff for reporting areas

Scheduling:

  • Plan and schedule work priorities in accordance with project goals, objectives, and deadlines.

  • Manage busy and shifting calendars for two AVCs, including scheduling and coordinating meetings, conferences and interviews while applying good judgement in determining priorities.

  • Obtain agendas and necessary materials for each meeting on the AVC’s calendar.

  • Coordinate, research, and prepare briefings for events and appointments with donors.

  • Responsible for coordinating travel arrangements, including all logistics.

  • Build a travel packet to include itinerary, meeting materials, maps, and other pertinent information.

  • Identifies, researches, and selects the facilities necessary for the event or program, scheduling facilities as appropriate.

Budget:

  • Review confidential, on-line monthly ledgers for accuracy per department requirements, to include reconciliation report and sign-off.

  • Independently resolve problems/issues with the department budget.

  • Follow up with problem resolution for executive level review/request.

  • Manage travel reimbursements though the Concur travel system.

  • Procurement of services, supplies, and equipment, according to University Purchasing policies and guidelines.

  • Process and maintain a considerable amount of confidential and sensitive information in support of administrative activities.

Projects:

  • Work on high-level projects as assigned where independently empowered to make on-site decisions to resolve problems brought forth.

  • Provide input into the establishment of goals and objectives.

  • Coordinate the mid-year and end-of-fiscal year performance evaluation process for the Assistance Vice Chancellors.

  • Review, analyze, and research trends and recommend strategies for continuous improvement.

  • Run weekly and monthly reports for development officers, tracking results.

  • Conduct research assignments and summarize information regarding prospects, including Advance profiles.

  • Entering contact reports on behalf of the AVCs.

  • Assist departments with alumni events, activities, and mailings as needed.

  • Manage work-flow and outer-office operations.

  • Participate in training activities to reach a broader understanding of DAR within Vanderbilt University.

  • Utilize DAR Advance database for updates, contact reports, and reporting.

  • Maintain a working knowledge of all DAR administrative forms, policies, and procedures.

  • Assist with gift documentation and acknowledgement of pledges and outright gifts for the Assistant Vice Chancellor.

  • Manage and compile data for special projects and/or reports as needed.

  • Other duties as assigned.

Qualifications

  • Bachelor's

  • 5 years of experience or the equivalent.

  • Experience in higher education is preferred

  • The capacity to perform in an intellectually rigorous and complex academic environment

  • Excellent verbal and written communication skills.

  • Ability to work independently – as well as a team member, exercise initiative, organize multiple projects simultaneously, meet deadlines and adapt to changing priorities.

  • Work with high level documents and projects with meticulous attention to detail

  • Proficient with the use of Microsoft Excel, PowerPoint and Word.

  • Demonstrated ability to thrive in a fast paced environment.

  • Must have a professional attitude and appearance, and exhibit considerable tact, persuasion and judgement in interactions with internal and external constituents.

  • Discretion is a must.

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

DARlisting

Primary Location: TN-Nashville-Loews Vanderbilt Plaza

Organization: DAR - Univ Central, EAVC Admin 144400

Job: Administrative and Clerical Support