Coordinator, Gift Acceptance

Vanderbilt University; Nashville (TN); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Vanderbilt University is seeking a Coordinator, Gift Acceptance to support gift agreement drafting, processing, and related accounting tasks within a high‑detail environment.

The role emphasizes collaboration with the Gift Acceptance and Gift Administration teams, ensuring donor intent is realized and records are complete. Hybrid work in Nashville, with in‑office presence as needed.

Qualifications

• Bachelor’s degree required.
• One year of relevant experience required.
• Prefer donor relations, gift agreements, or gift entry experience.
• Proficient with MS Word and Excel; CRM knowledge desirable.
• Ability to handle confidential information with discretion.

Responsibilities

• Prepare, review, and finalize gift agreement documentation.
• Oversee DocuSign for signatures on gift agreements.
• Enter and maintain gift documentation in databases.
• Support research to ensure donor intent and complete records.
• Collaborate with Director and colleagues to meet deadlines.
• Assist with ad hoc projects including endowed fund info.
• Serve as liaison between Gift Acceptance, Donor Relations, and Development Officers.
• Contribute to training and guidance on gift processes.
• Analyze project outcomes and suggest improvements.
• Maintain confidentiality of donor and student information.
• Perform other duties as assigned.

Skills

Attention to detail

Communication

Professionalism

Teamwork

Education

Bachelor’s degree

Tools

MS Word

MS Excel

CRM software

Job description

Please excuse any formatting errors on this job description. This is a known systems issue we are working on fixing.

Please excuse any formatting errors on this job description. This is a known systems issue we are working on fixing.

The Coordinator, Gift Acceptance will provide support to all functions of the Development and Alumni Relations (DAR) Gift Acceptance and Gift Administration teams, with a particular focus on supporting gift agreement drafting and processing, as well as performing accounting tasks in a varied and complex environment exercising a high degree of judgment in selecting and applying guidelines and policy.

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. DAR’s university development team is responsible for seeking new resources from alumni, parents, friends, and family foundations to support key fundraising priorities. More information can be found here: https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance: (in order of strategic importance and time spent)

• Gift Documentation- Assist in preparing, reviewing, and finalizing gift agreement documentation in order to ensure proper use of donor gifts.
• Oversee use of DocuSign to collect internal and external signatures for gift agreement documentation.
• Oversee data entry and records related to new and updated gift agreement documentation.
• Maintain and update information in the appropriate databases to ensure accurate and ongoing records.
• Work collaboratively with the Director of Gift Acceptance and colleagues to ensure deadlines are met and deliverables are executed with accuracy, quality and integrity. Duties will include, but are not limited to:- Carry out research to ensure that donor intent is being realized and donor records are complete.
• Support ad hoc projects and requests, including researching and compiling endowed fund information for special projects or requests from DAR colleagues, including department leadership.
• In collaboration with Assistant Director, Gift Administration, serve as a key liaison between Gift Acceptance, Donor Relations and Development Officers on matters related to gift agreements and donor intent.
• In collaboration with Assistant Director, Gift Administration, this role is committed to training, and ongoing guidance to remain apprised of gift agreement processes and documentation standards.
• Continuously compile, review and analyze project outcomes against established goals, objectives and timelines.
• Recommend and implement process improvement for programs and services.
• Use appropriate resources to effectively and efficiently resolve problems.
• Uphold departmental and institutional policies regarding confidential information with particular care in handling sensitive donor and student information.
• Work cooperatively with Development and Alumni Relations colleagues and maintain strong and effective working relationships with other university offices.
• Perform other duties and responsibilities as assigned.

Work Environment

This position will be located in the Nashville, TN area and will be hybrid, with the expectation to be in the office one day per week or more depending on business needs.

Supervisory Relationships

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

Education And Certifications

Bachelor’s degree, or the equivalent, is necessary.

Experience And Skills

• One year of relevant experience, or the equivalent, is required.
• Preference will be given to candidates with experience in donor relations, gift agreements, gift entry and development research.
• Ability to use current computer technology, including proficiency in MS Word and Excel; Knowledge of software programs applicable to development, including CRM, is desirable.
• Demonstrates a high level of professionalism, diplomacy, and tact in all work efforts.
• Ability to exercise good judgment in the handling of confidential information is required.
• Possess creative skills that facilitate success in an environment where critical thinking and teamwork are required.
• Superior organizational skills, verbal and written communication skills, attention to detail and the ability to articulate the needs, interests and accomplishments of Vanderbilt University required.
• This role demands attention to multiple projects and deadlines simultaneously in a high-paced environment that prioritizes flexibility, adaptability, and collegiality.
• Candidate must also have the capacity to perform in an intellectually rigorous and complex academic environment.