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Position Summary:

You will serve as the first contact for the Office of the Vice Chancellor, Development and Alumni Relations (DAR). Your activities might range from providing administrative support to the Vice Chancellor, with a focus on supporting the day-to-day activities of the Vice Chancellor, to complex calendaring, to miscellaneous ad hoc reporting, to proofing and editing communications, to booking travel, and completing expense reports. Other duties include coordination of high-level executive meetings, tracking data, and to making recommendations to improve outcomes/continuous improvement. You will be responsible for actively prioritizing multiple projects according to importance and deadlines by exercising considerable independent judgment. You will work closely with the Director of VC Operations on other tasks and ad hoc projects as needed.

As the Coordinator, you will join the Vanderbilt community located in Nashville, Tennessee, a world-class city on the rise with a cosmopolitan feel, yet small-town appeal. Vanderbilt’s campus is located in a park-like setting on a 330-acre arboretum.

About Us:

Vanderbilt University is a community collectively striving to succeed through immersive learning, integrated research, and collaborative discovery. We encourage diverse perspectives and recognize that our differences, and our respect for alternative views and voices, is our greatest source of strength. We wed education and inspiration to challenge young, diverse minds to address society’s greatest challenges.

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. You can find more information at https://www.vanderbilt.edu/dar/

About You:

Our ideal candidate is a responsible, team-oriented professional who is excited to learn and work with our dedicated team members who are passionate about our mission. You will provide administrative and programmatic support to the Office of the Vice Chancellor DAR, with a particular focus on supporting the day-to-day activities of the Vice Chancellor, as well as performing tasks in a varied and highly complex environment exercising a high degree of judgment in selecting and applying priorities.

In addition to building authentic rapport with DAR teammates, and the Vanderbilt community, you can work independently, take initiative, and adapt to changing priorities.

Key Functions and Expected Performance:

• Partners closely with the Director of VC Operations in a support role for the Vice Chancellor and other executive team members in the execution of operational activities

• Serve as the first contact for the Office of the Vice Chancellor.

• Attends and participates in executive meetings, document meeting notes, and assist with next steps as needed.

• Meet regularly with the Vice Chancellor, Director of VC Operations, and other team members, providing agenda items for upcoming meetings and project reminders.

• Assist with the creation and distribution of timelines to ensure all briefing materials are submitted to leadership on a timely basis.

• Assists with compiling and organizing materials for meetings.

• Works closely with the executive team to supply information needed for the Vice Chancellor.

• Deliver timely reminders concerning deadlines.

• Manage busy and shifting calendars for the Vice Chancellor, including scheduling meetings while maintaining a tracking system, handling all logistics, including communications with staff, planning and distribution of agenda, and conference room set up.

• Responsible for keeping the Vice Chancellor on track for his meetings throughout the day.

• Responsible for coordinating travel arrangements, including all logistics.

• Manage reimbursements through the Concur travel system.

• Assists with coordination of small events as needed.

• Procurement of services, supplies, and equipment, according to University Purchasing policies and guidelines.

• Assure quality, consistency, and effectiveness of all communications.

• Review briefing materials to ensure accuracy and quality.

• Research and provide data from the donor management system for Vice Chancellor and enter data in donor management system as needed.

• Collaborate with and support team members on special projects/initiatives.

• Assist with communicating travel plans, anticipated events, and objectives to key staff.

• Monthly reconciliation of the Vice Chancellor’s budget

• Support team members in their identification of requests and determine viable solutions before presenting requests to the Director of VC Operations.

• Prioritize multiple tasks/projects according to organizational demands.

• Establish regular communication flow with key stakeholders.

• Provide a considerable amount of confidential and sensitive information in support of departmental activities while exercising discretion.

• Maintain an in-depth understanding, interpretation, and applicability of university policies and procedures.

• Provide input into the establishment of goals and objectives.

• Perform tasks and other duties as assigned.

Establish oneself as a knowledgeable staff member by:

• Learning the Vanderbilt mission and being knowledgeable about Vanderbilt and the department’s responsibilities to the mission.

• Attaining an in-depth understanding of the department and their goals in supporting Vanderbilt.

Cultivate relationships with DAR staff, administrators, and Vanderbilt University as a whole.

• Collaborating with DAR staff to build and maintain best practices.

• Establishing a sound working relationship with DAR staff to enhance collaboration.

Enhance departmental performance standards by:

• Performing as a team player

• Maintaining a level of reliability that generates stability in the department

• Meeting or exceeding department performance standards

• Fostering a spirit of cooperation

Contribute to departmental efficiency by:

• Understanding and effectively communicating departmental policy and procedures

• Clearly communicating concerns and questions to supervisor and staff

• Soliciting guidance from supervisor and co-workers when uncertainty arises

• Conveying thoughts to supervisor on improving departmental performance

Approach each situation with a professional attitude by:

• Exercising good judgment in discussing issues and results

• Maintaining composure and a calm demeanor during challenging situations

• Respecting the need for confidentiality of donors and colleagues

Supervisory Relationships:

This position does not have supervisory responsibility. This position reports administratively and functionally to the Director of VC Operations.

Work Environment:

This position is required to be in-person every workday, Monday – Friday. There is some potential to work remotely when the Vice Chancellor is traveling.

Education and Qualifications:

• A bachelor’s degree, or the equivalent, is necessary.

• Three to four years of relevant experience, or the equivalent, is necessary.

• One to two years of relevant executive administrative experience is preferred.

Experience and Skills:

• Ability to use current computer technology, including proficiency in Microsoft Word, Excel, and PowerPoint; Knowledge of software programs applicable to development is desirable.

• Superior organizational skills, verbal and written communication skills, attention to detail, and the ability to articulate the needs, interests, and accomplishments of Vanderbilt University to important constituencies are required.

• Ability to anticipate needs and have a proactive mindset.

• Confidentiality and discretion are a must.

• Must have a professional attitude, and exhibit considerable tact, persuasion, and judgment in interactions with internal and external constituents

• Highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.

• Capacity to perform in an intellectually rigorous and complex academic environment.

• Ability to apply sound judgment in all situations is required

• Demonstrated ability to work successfully with high-level executives

• Ability to make independent decisions and work independently

• Ability to handle crises and perform well under pressure

• Position requires flexibility to work nights and weekends when needed

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

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.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.