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The Assistant Director is responsible for the execution of key annual giving and engagement operation functions, focusing on data entry/integrity and reporting, technology and tools and email/web communications. The annual giving and engagement operations team, under the direction of the Senior Director, will train and partner with internal stakeholders, providing communications assistance and sharing best practices. The team will also be responsible for ensuring all tools utilized by our internal clients and constituents have an easy user experience, leaning on best-in-class tools and products.

The Assistant Director will report to the Associate Director of Annual Giving and Engagement Operations, working collaboratively with a team of professionals under the leadership of the Senior Director of Annual Giving and Engagement Operations.

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:

Data Entry/Integrity and Reporting

• Coordinate data collection and tracking for activities ensuring coding integrity across all entry points (i.e., volunteering, event attendance).

• Manage the monthly event data process.

• Partner across DAR to ensure data in VU systems is accurate and comprehensive.

• Create and maintain tracking system for Alumni Engagement and Annual Giving reporting needs.

• Assist with reports that reflect progress toward engagement and giving goals.

• Provide ad hoc reporting and analysis.

  Technology, Tools, and Training

• Assist with developing training materials and training staff to improve existing processes.

• Serve as a resource for DAR and other partners on annual giving and engagement operations.

• Build resources to guide staff and ensure best practices across the department.

  Email and Web Communications

• Manage and track all website updates for alumni engagement and annual giving including monthly, quarterly, and annual audits.

• Manage the proofing process for alumni relations and annual giving emails.

• Oversee the data requests and delivery for alumni engagement and annual giving emails.

• Ensure all team communications are accurate and up to date on the Master Calendar.

• Submit communications projects via the Lytho project management system as needed.

• Oversee management of VUconnect (online community and website) including responding to alumni inquiries in the help desk inbox.

• Manage timelines with teams to ensure timely delivery of communications.

• Assist with managing shared email inboxes and phone lines, including responding to alumni/donor inquiries as needed.

  Other Duties:

• Assist with execution of Giving Day and other key fundraising campaigns.

• Provide event staffing support where needed.

• Perform other duties as assigned.

  Supervisory Relationships :

  This position does not have supervisory responsibility; this position reports administratively and functionally to the Associate Director of Annual Giving and Engagement Operations.

  Education and Certifications: A Bachelor's Degree, or the equivalent, is necessary.

  Experience and Skills :

• One year experience, or the equivalent, is necessary; experience with higher education development, project management, operations, and/or data analytics is preferred.

• Proficient in current computer technology (Windows, Excel, Word, Internet navigation, online learning platforms, design software, and Salesforce - Vanderbilt’s donor management system).

• Strong organizational and project management skills.

• Takes initiative, manages multiple projects simultaneously, meets deadlines.

• Ability to work collaboratively in a team environment and across the department.

• Passion for training others and desire to be of service to the team.

• Excellent written and oral communication skills.

• Exercises appropriate discretion and demeanor when dealing with alumni, parents, friends, and employees – including handling confidential information.

• Ability to remain calm under pressure and adapt to/embrace change.

• Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion.

• Some evening and weekend work, as needed.

  Key Characteristics of a Successful Team Member in this Work Unit:

• Holds oneself accountable; takes responsibility for failures as well as successes; and 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 proactive and focused on creative problem solving. Welcomes input to making things better. Places a high value on learning and improving.

• Is motivated. Manages time, activities and outcomes well so that progress stays on track. Balances multiple, competing priorities simultaneously without becoming overwhelmed.

Commitment to Equity, Diversity, and Inclusion At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.