Development Coordinator, Principal Gifts

Development Coordinator

The Development Coordinator will play a key role in supporting the activities of the Principal Gifts office within Development and Alumni Relations (DAR).

Key responsibilities include providing operational and logistical support for members of the Principal Gifts team including event support, travel, meeting preparations, data reporting and other team activities. The role requires strong organizational skills, attention to detail, the ability to prioritize multiple projects with varying deadlines, and the capacity to exercise independent judgement.

The Development Coordinator will be involved in various functions such as internal communications, special projects, event support, research, data input and upkeep, administrative support, meeting preparations, and reporting. Other duties include managing daily office operations, coordinating internal communications, and needs as requested by Principal Gifts team.

About the Work 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.

Key Functions and Expected Performance:

Budgetary Responsibilities

• Maintains an in-depth understanding of financial and procurement policies and procedures.
• Research, resolve and justify any budget or expense questions or discrepancies.

Project Management

• Assist the Principal Gifts team by coordinating various internal and external event activities, including organizing meetings, managing vendor relationships, and assisting with event logistics and communication details. This role may also involve handling other logistical tasks as needed.
• Coordinates research on prospects and donors to include profiles from our CRM VandyQuest (VQ); summarize findings; event and meeting briefings; bio updates; gift updates and alerts.
• Assist with research projects and data reports for the team and key partners.
• Create activity reports in databases for communications received from and sent to constituents, as well as meetings that have taken place with constituents.
• Assist with logistics and planning for Principal Gift events and internal staff events.
• Prioritize and manage multiple projects simultaneously, ensuring timely completion based on deadlines and organizational needs.

Coordinator Responsibilities

• Provide high-level support for members of the Principal Gifts team including calendaring, expense reporting, procurement, budget management, VQ entry, and ad hoc projects.
• Organizes, attends, and actively participates in meetings regarding team functions, and prospect reviews; assists with scheduling for team-wide meetings and activities; maintains travel plans and calendars.
• Maintain a thorough knowledge of the fundraising database and other project and information management systems to effectively update and utilize data, department projects, and report progress toward goals. Manage the input and output of data within database while maintaining regular quality control and data integrity. This may include bio updates, contact reports, activity reports, volunteer coding, compiling and formatting class lists, generating data reports and dashboards, updating opportunities, and submitting cases for various needs.
• Provides follow up from donor visits including sending mailings, packages, and donor or volunteer materials at the discretion of team members as needed.
• Assist with management of electronic files and organization of team supplies.
• Collaborate with and support team members on special projects and initiatives.
• Maintain an in-depth understanding, interpretation, and applicability of university policies and procedures.
• Establish regular communication flow with internal and external key stakeholders.
• Perform tasks and other duties as assigned.

Work Environment:

This position will be located in the Nashville, TN area. The role will be hybrid with an expectation of being in the office one day per week or more depending on business needs.

Supervisory Relationships:

This position has no direct reports. This position reports administratively and functionally to the Senior Executive Director, Principal Gifts.

Education and Certifications:

• Associate's degree, or the equivalent, is necessary.
• A bachelor's degree is preferred.

Experience and Skills:

• 2-3 years of relevant work experience, or the equivalent, is preferred
• Prefer experience within development and/or higher education
• Excellent interpersonal management skills
• Confidentiality and discretion are a must
• Must have a professional attitude, and exhibit considerable tact, persuasion, and judgement in interactions with internal and external constituents
• Proficiency in Microsoft Excel, PowerPoint, Outlook, Teams and Word
• Ability to make independent decisions
• Excellent oral and written communication skills
• Excellent customer service skills
• Excellent project management skills with ability to multi-task
• Ability to perform well under pressure
• Some evening/weekend work as needed