Vanderbilt University Program Assistant, Alumni Engagement in Nashville, Tennessee

Program Assistant, Alumni Engagement (Job Number: 1801156)



Provide coordination and support to Assistant Director of Alumni Services – Alumni Relations on alumni engagement data initiatives, VUconnect online community, and web communications / broadcast email.

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

  • Support the Assistant Director of AlumniServices in alumni engagement data projects

o Assist with data collection and tracking for Alumni Relations activities (i.e. volunteer, event participation, etc.). Manages the monthly event data process.

o Manage coding integrity for volunteers and participants in alumni database

o Assist with developing reports that reflect progress toward engagement goals

o Assist with training staff on productivity technology

  • Assistwith VUconnect online community

o Exclusively answers the VUconnect phone line, and responds to all alumni inquiries in the VUconnect inbox

o Assist with creation and/or testing VUconnect event registrations and associated reports for signature programs and other complex Chapter events (i.e. Alumni travel trips, Summer Send-Off Parties, Networking Night, etc.)

o Manage online form creation, reporting and troubleshooting

  • SupportAlumni Relations web and email communication efforts

o Main liaison for Alumni Relations web updates

o Assist with the broadcast email process, including but not limited to overseeing the data for quarterly alumni broadcast emails, and other reports as needed

  • Overall Alumni Relationssupport

  • Answer main alumni emailinbox

  • Part of team to answer mainphones

  • Other duties as assigned


This position does not have supervisory responsibility. This position reports administratively and functionally to the Assistant Director of Alumni Services.

Education andCertifications

A High School diploma or GED and 2 years of work experience, or the equivalent, is required.

Experienceand Skills

  • Strong interpersonal, phone,and client relationship skills, with the ability to work and communicatewith a diverse group, is required

  • Demonstratedknowledge of Microsoft Office applications, especially MS-Excel(formatting, filtering/sorting/manipulating data) is required

  • Experienceworking in a CMS tool(s), including content management and basic HTMLstructure, tags, and formatting is preferred

  • Abilityto prioritize, perform, and manage multiple projects on a regular basis isrequired

  • Experiencewith email systems (e.g., MyEmma, ExactTarget, MailChimp) is preferred

  • Familiaritywith databases preferred

Five Success Factors

Autonomous - Self-motivated. Manages time, activities and outcomes well so that progress stays on track. Can juggle multiple projects simultaneously without becoming overwhelmed.

Detail-oriented - Ensure that all tasks, both big and small, are given the appropriate attention.

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.

Expects and delivers excellence- Is proactive. Welcomes input on making things better. Places a high value on learning and getting better.


This opportunity requires a High School diploma or GED and 2 years of work experience, or the equivalent, is required.

Primary Location: United States-Tennessee-Nashville

Organization: 42411 - Alumni Relations

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