Vanderbilt University Program Coordinator, Prospect Management in Nashville, Tennessee

Program Coordinator, Prospect Management (Job Number: 1801115)


About this role

Reporting to the Director of Prospect Management (PM), the Program Coordinator will serve as the primary contact for prospect management requests for Development and Alumni Relations (DAR). The Program Coordinator assists the PM team to develop and implement the programmatic vision for prospect management at Vanderbilt University. This position will work in conjunction with Information Management (IM) to ensure PM system data integrity, oversee the development and distribution of reports analyzing data within the DAR PM system and develop tracking systems. Responsibilities include preparing, attending and following up from review meetings, running regular reports, and coordinating with the PM team on prospect information updates.

About the Work Unit

In Development and Alumni Relations, our mission is to engage our diverse group of graduates, families, friends and corporations and foundations in the life and inclusivity of the university; to ensure an active and committed alumni community, and to encourage financial investment in Vanderbilt’s programs and scholarship.

Duties and Responsibilities


  • Oversee data maintenance, tracking and analysis of moves management progress

  • In conjunction with Information Management (IM) develop and prepare monthly reports for the DAR Senior Leadership team.

  • Collaborate with the PM team on follow-up with development officers to ensure prospect management system data integrity.

  • Develop and lead quarterly learning sessions with DAR offices to educate colleagues on Prospect Management processes, procedures, and best practices.

  • Working with Research and Prospect Development (RPD), monitor referrals for activity, build tracking reports and facilitate necessary follow-up with the PM team or RPD.

  • Assists the PM team with portfolio pool evaluation process and analysis.


  • Assist the Director with special projects relating to the analysis of the overall Vanderbilt University fundraising portfolio.


  • Acts as a liaison for the PM department by answering internal inquiries from Development Officers, providing information, and addressing concerns. Empowered to make decisions to resolve issues brought forth by internal constituents.

  • Manage prospect management requests, identifying and addressing inconsistencies and potential issues. Prepares prospect management reports, which include assignment, reassignment, transfer, referral and drop requests.


  • Uphold University and departmental policies regarding confidential information.

  • Provides input into the establishment of goals and objectives for the PM department. Continuously complies, reviews, analyzes, and make recommendations to improve the PM department in order to achieve goals and objectives.

  • Some evening work, as needed.

  • Other duties as assigned.

Supervisory Relationships

This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Prospect Management.

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 and located in the heart of Nashville, Tennessee. The university’s students, faculty, and frequently cite Nashville and the surrounding area as one of the many perks of being a part of Vanderbilt community. Vanderbilt University 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 bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt was recently ranked #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.”

About Vanderbilt Benefits

In addition to offering a lively community that encourages learning and celebrates diversity, Vanderbilt University offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview at

Requirements of an Ideal Candidate

Bachelor’s degree and one year of relevant experience, or any equivalent combination of education, experience, and ability to carry out the essential functions of the job

Must possess strong customer service skills.

Excellent oral and written communication skills are essential.

Possess a sophisticated working knowledge of the BSR Advance database, the needs of Development Officers, and Vanderbilt’s seven-stage cultivation cycle.

Prior experience with various data analysis processes

High level of fluency with Microsoft Excel.

Must possess strong organizational skills, and be detail oriented with a demonstrated ability to prioritize multiple tasks and deadlines.

Ability to work independently and collaboratively in a goal-oriented team environment.

Prior experience working within higher education Development is preferred.

Five Success Factors

Holds oneself accountable; takes responsibility for failures as well as successes, 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 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 Bachelor's Degree and one year of experience.

Primary Location: United States-Tennessee-Nashville

Organization: 42214 - Stewardship

Job: Institutional Affairs Professionals