Program Assistant, Class and Community Engagement

Vanderbilt University; Nashville (TN); Hybrid; USD 42,000 - 52,000; Full time

Job summary

The Classes and Communities Program Assistant at Vanderbilt University will support the Reunion and Affinity Networks teams in DAR with event logistics, volunteer support, day-to-day operations and alumni communications.

You will help manage volunteers, coordinate registrations, assist with newsletters and social updates, and keep files organized while safeguarding donor and alumni information. This role is hybrid in Nashville.

Qualifications

• Support programming, logistics and day-to-day event execution.
• Assist with volunteer management, recruitment and communications.
• Maintain documentation and scheduling to keep teams organized.
• Handle donor and alumni information with confidentiality.
• Assist budget, purchasing and vendor coordination.

Responsibilities

• Coordinate event prep, registration and vendor tasks.
• Provide frontline service, answer routine inquiries.
• Maintain shared files and meeting agendas.
• Monitor volunteer rosters and outreach calendars.
• Assist Salesforce data entry and reporting.

Skills

Volunteer management

Event logistics

Communications

Project management

Salesforce data handling

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Office

Salesforce

Canva

Job description

The Classes and Communities Program Assistant will support the Reunion and Affinity Networks teams (Classes and Communities) in DAR through program logistics, volunteer support, day-to-day operations and execution, and supporting alumni communications.

The Classes and Communities Team – comprised of Reunion and Affinity Networks - partners with volunteers to strengthen lifelong connections among alumni and with Vanderbilt. We recruit, build and activate volunteer networks, partner across Vanderbilt to execute an elevated alumni experience, create meaningful traditions and experiences, and drive a spirit of Vanderbilt for Life. Through a year-long undergrad Reunion planning process, our nearly 400 volunteers inspire thousands of classmates to come back and give back to Vanderbilt, driving a deeper, lifelong connection. The team also serves four alumni affinity networks through volunteer stewardship, communications and events: AVBA - Association of Vanderbilt Black Alumni, AAVA - APIDA Association of Vanderbilt Alumni, LAVA - LGBTQIA+ Association of Vanderbilt Alumni, and VAHLA - Vanderbilt Association of Hispanic and Latinx Alumni.

The Classes and Communities team is a highly collaborative team, comprised of a Senior Director, two Directors, four Associate Directors and an Assistant Director and Program Assistant.

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

• Programming
• Execute standard event preparation and setup including logistics, vendor management, communications, and registration tasks for virtual or in person events such as Reunion, Homecoming, and Affinity Network programs using approved timelines, templates, and procedures.
• Day-of contact for events including materials packing and final logistics to ensure events are executed with excellence.
• Attends alumni events as needed.
• Volunteer & Relationship Management
• Volunteer management support such as maintaining active rosters, facilitating committee updates, preparing materials, executing mailings, partnering on volunteer recruitment, tracking updates for volunteer recruitment and giving campaigns, and attending board meetings and volunteer meetings virtually and in-person as appropriate.
• Volunteer management support for volunteers such as maintaining current copy templates for volunteer outreach and updating outreach calendar.
• Steward volunteers through coordination of gifting and mailings, sending thank you notes, managing gift inventory.
• Communications & Outreach
• Collaborate with team Directors, MarComm and DARComm to produce routine communications and digital updates using approved messages, templates, audiences, and workflows, including newsletters, peer-to-peer copy, webpages, email lists, and registration content.
• Provide frontline service for the full team by monitoring shared inboxes and phone coverage, answering routine questions, verifying standard requests, maintaining event-weekend messaging, and routing complex issues to the appropriate owner.
• Provide practical coordination and documentation that helps team leaders and colleagues stay organized, including scheduling meetings, preparing agendas and notes, documenting decisions and assignments, organizing onboarding materials, and maintaining shared files.
• Reporting and Data
• Enter and maintain accurate volunteer, attendance, cost, outreach, and program data; apply documented Salesforce coding; run and format standard reports; and flag discrepancies for review.
• Budget, Purchasing & Operations: Process routine purchasing, expense, merchandise, printing, inventory, and vendor-administration tasks; prepare PO and MOR documentation; route approvals; and maintain accurate records and trackers.
• Assist and track peer-to-peer outreach campaigns in Salesforce
• Handle sensitive donor and student information in the strictest confidence, according to departmental and institutional policies

Supervisory Relationships

This position reports administratively to the Senior Director of Class and Community Engagement.

Work Environment

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

Education And Certifications

• A high school diploma or GED is required. A bachelor’s degree is preferred.
• Driving is considered an essential job function for this role. Must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.

Experience And Skills

• One year of experience in programming, higher education, volunteer management, event management, marketing or communications, or project management is preferred.
• Strong organization, task tracking, time management, accuracy, documentation, and reliable follow-through.
• Ability to manage recurring tasks and multiple deadlines, recognize exceptions, protect confidential donor and alumni information, and
• Clear written, phone, and interpersonal communication with a service-oriented approach.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Canva, and shared-file systems; ability to learn Salesforce, registration platforms, email systems, and web platforms and follow documented procedures.