Vanderbilt University DAR Assistant, Planned Giving in Nashville, Tennessee

DAR Assistant, Planned Giving (Job Number: 1801141)



The Administrative Assistant will provide technical and administrative support to a team of Associate Directors in connection with his work for the university. He/she will be responsible for all operations in support of fundraising goals for the Planned Giving Office. This position will support four planned giving staff members with donor cultivation, travel, group presentations, marketing programs and special events.

About theWork 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.

AboutVanderbilt University

Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

Key Functionsand Expected Performance

  • Manage the administrative day-to-day operations of a team ofPlanned Giving Officers, including working with events, managing calendars,scheduling appointments with prospects and donors, coordinating meeting andpresentation schedules, assisting with travel logistics, correspondence andother contacts.

  • Responsible for understanding and using WEBI, Development andAlumni Relations (DAR) Performance Metrics and Goal Setting (Business Plans)for appropriate planned giving team staff.

  • Develop and maintain a working knowledge of the Advance databasein order to enter contact reports and solicitation information, and all detailsrelated to both.

  • Generate lists and reports on planned giving program informationsuch as donor and giving lists, age groups, gift designation and similaritems.

  • Create reports and participate in meetings regarding data analysisand similar information with other DAR staff.

  • Handle logistics for the Planned Giving Office presentations togroups on and off campus.This includes reservingmeeting rooms, technology set-up, creating handouts, communication withparticipants, and tracking attendance.

  • Produce group presentation materials in cooperation with otherplanned giving team members including printed take-away materials, surveys,Power Point slides, video recordings, web seminars, photography or other media.

  • Work with Executive Director and other planned giving staff tomonitor and manage a budget; maintain budget database and prepare reports.Obtain signature authority for purchases andprocess payments for vendors.

  • Assist DAR staff with routine inquires and calls regarding plannedgiving.

  • Perform all necessary tasks related to office operation andmanagement, including but not limited to maintaining filing systems, answeringand returning calls, handling mailings, and receiving deliveries from FedEx andUPS.

  • Assist in preparation of correspondence, marketing, stewardshipand similar materials to be sent to donors and others, including ordering printmaterials, and handling all aspects of mailings, and preparation of emails ande-newsletters.

  • Execute special projects as requested by the PG Team asnecessary.

  • Update addresses and mail merge lists.

  • Maintain subscriptions to news services and professional journalsincluding hard copy and electronic or web-based subscriptions.

  • Maintain regular contact with staff of other departments andvendors.

  • Perform other duties as assigned.


This position does not have supervisory responsibility.

Education andCertifications

High school diploma/GED and one year of experience, or the equivalent, is required.

Experienceand Skills

  • Bachelor’s degree ispreferred

  • Advanced proficiency withMicrosoft Word, Excel and Power Point required

  • Understanding and experienceworking with databases and information systems

  • Ability to devise queries forproducing reports consisting of statistics about planned giving donors,giving histories, campaign progress and more

  • Excellent interpersonal and phone skills

  • Strong organizational skills and the ability to manage multipleprojects

  • Must be detail oriented with an analytical approach to problemsolving

  • Effective oral and written communications skills

  • Strong project management skills

  • Ability to work independently and as part of a team, takeinitiative, and meet deadlines

Five Success Factors

Holdsoneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.

Sharesinformation. Communicates proactively. Transmits knowledge. Asks for advice, and considers it thoughtfully.

Genuinely values teamwork and co-workers.

Expectsand delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better.

Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Can juggle multiple competing priorities simultaneously without becoming overwhelmed.


This opportunity requires a High school diploma/GED and one year of experience, or the equivalent, is required.

Primary Location: United States-Tennessee-Nashville

Organization: 42312 - Development Teams

Job: Administrative / Office Support Supervisors, Leads, and Staff