Development Coordinator, Owen

Vanderbilt University; Nashville (TN); On-site; USD 45,000 - 65,000; Full time

Job summary

Vanderbilt University is seeking a Development Coordinator for the Owen Graduate School of Management. The role focuses on providing essential administrative support to the Development and Alumni Relations team, including calendaring, travel planning, and expense reporting, while assisting with donor communications and data management.

The position supports event logistics, prospect management, and collaboration with executives to ensure timely follow-up on opportunities.

Qualifications

• Associate degree or equivalent required.
• Bachelor’s degree preferred.
• Two years of relevant work experience preferred.
• Experience in higher education is a plus.
• Strong computer skills with MS Office suite.

Responsibilities

• Provide administrative support including calendaring, travel planning, and expense reporting.
• Assist with event logistics for donor engagement activities.
• Support donor communications and data management tasks.
• Coordinate project tasks and ensure timely follow-up on action items.
• Prepare reports and materials for leadership meetings.

Skills

Organization

Communication

Discretion

Project management

Multitasking

Interpersonal skills

Executive collaboration

Customer service

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Excel

PowerPoint

Word

VandyQuest

Job description

The Development Coordinator supports the Owen Graduate School of Management's (Owen) fundraising and alumni engagement efforts within the Development and Alumni Relations (DAR) department. This role provides essential administrative support to the team, including calendaring, travel planning, and expense reporting, as well as assistance with event logistics, donor communications, data management, and project coordination. The ideal candidate will be highly organized, detail-oriented, and able to manage multiple projects simultaneously while ensuring smooth day-to-day operations and ad hoc requests.

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

Administrative Support & Operations

• Daily calendaring/scheduling, travel planning, and expense reports for the Associate Dean, as well as other management team members, as needed.
• Coordinate schedules and prepare materials for high-level donor meetings, including prospect management reviews and donor updates.
• Manage daily reminders for upcoming tasks and next steps for development prospects, ensuring timely follow-up on open opportunities.
• Track and record donor activities in the donor management system, VandyQuest, on behalf of the Associate Dean and others, as needed.
• Generate ad hoc reports and requests regularly.
• Support the preparation of materials for leadership meetings, ensuring reports and documents are clear, accurate, and aligned with organizational objectives.
• Provide logistical and administrative support for key development and alumni engagement activities, including events such as Owen Event-in-a-Box, Reunion, and Closing Bells.

Collaboration & Communication

• Regularly meet with the Associate Dean and Owen management team to review upcoming projects, donor engagement strategies, and key deadlines.
• Collaborate with team members on special projects, providing administrative support and helping to resolve challenges as they arise.
• Act as a liaison between the Owen team and external stakeholders, maintaining strong communication with the Executive Assistant to the Dean of Owen and other key staff.

Project Management

• Maintain confidential and sensitive information with the highest discretion and professionalism.
• Conduct research to support donor engagement strategies, providing relevant data from the donor management system.
• Review and edit reports, presentations, and other materials for accuracy and quality.

Supervisory Relationships

This position does not have supervisory responsibility.

This position reports administratively and functionally to the Associate Dean of Development and Alumni Relations.

Education And Certifications

• An associate degree, or the equivalent, is necessary
• A bachelor’s degree is preferred

Experience And Skills

• Two years of relevant work experience, or the equivalent, is preferred
• Prefer experience within 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
• Strong computer skills, including Microsoft Excel, PowerPoint, and Word
• Affinity for mastering new computer programs and database management
• Demonstrated ability to work successfully with high-level executives
• 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
• Position requires flexibility to work occasional nights and weekends when needed