Vanderbilt University Program Coordinator, Office of Stewardship in Nashville, Tennessee

Program Coordinator, Office of Stewardship (Job Number: 1700717)


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.

Under the supervision of the Senior Director of Stewardship, contribute as needed to the activities of Development and Alumni Relations’ Office of Stewardship. Provide support to all functions, which requires the ability to prioritize multiple projects according to deadlines and the ability to exercise independent judgment. This position reports to the Senior Director of Stewardship.

Duties and Responsibilities

Gift Documentation

  • Prepare, review and finalize gift agreement documentation in order to ensure proper use of donor gifts.

  • Work directly with development officers to ensure gift documentation is accurate and timely and provide pertinent details to Senior Director regarding documentation.

  • Oversee data entry and records related to new and updated gift agreement documentation.

Stewardship Reporting

  • Oversee and coordinate annual stewardship reporting of miscellaneous endowed and non-endowed funds.

  • Assist Senior Director and Assistant Directors in establishing working timeframe and deliverables for annual stewardship reporting of scholarship stewardship, chair stewardship, commencement mailing, and additional annual stewardship activities.

  • Work as part of stewardship team to ensure timely and accurate stewardship reporting of endowed and non-endowed funds.

  • Provide regular reports to Senior Director regarding progress of stewardship reporting activities.

  • Assist and/or manage new stewardship projects as determined by Vice Chancellor, Assistant Vice Chancellor and Senior Director.

Support annual stewardship activities, including stewardship of endowed funds, major donors and ad hoc stewardship requests from Assistant Vice Chancellor and Senior Director of Donor Relations.

In collaboration with Assistant Directors, expand contact through stewardship mailings and events, with existing donors to improve and strengthen their relationships with Vanderbilt University.

Serve as the liaison to undergraduate and graduate schools, in collaboration with the Assistant Directors, to ensure accurate and complete reporting on funds that require stewardship.

Maintain and update information in the appropriate databases to ensure accurate and ongoing records.

Carry out research to ensure that donor intent is being realized and records are complete.

Assist in stewardship activities, including data entry and spreadsheet maintenance.

Proofread and edit stewardship acknowledgment letters and additional stewardship reports.

Work collaboratively with Stewardship and Donor Relations teams to ensure project deadlines are met and executed with accuracy, quality and integrity. Duties include, but are not limited to:

  • continuously compile, review and analyze project outcomes against established goals, objectives and timelines;

  • recommend process improvement for program and services; and

  • use appropriate resources to effectively and efficiently resolve problems.

Provide Senior Director with bi-weekly reporting of activities and performance towards goals and objectives.

Uphold departmental and institutional policies regarding confidential information.

Work cooperatively with DAR colleagues and develop strong working relationships with other University offices.

Perform other duties as assigned.

Preferred Skills and Experiences:

  • Experience in stewardship, donor relations, or development research is preferred.

  • Knowledge of software programs applicable to development is desirable.

  • Proficiency in Microsoft Word and Excel required.

  • Basic knowledge of Access is preferred.

  • Superior verbal and written communication skills are required.

  • The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.

  • Candidate must also have the capacity to perform in an intellectually rigorous and complex academic and medical environment.

  • The ability to apply sound judgment in all situations is required, as are excellent organizational skills with a meticulous attention to detail.

  • Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.


Job requires Bachelor's and 1 year of experience or the equivalent.

Primary Location: TN-Nashville-Loews Vanderbilt Plaza

Organization: DAR - Stewardship 144230

Job: Development and Alumni Relations