Development and Alumni Relations Assistant

Nashville, Davidson County
Jul 12, 2014


Position Summary

The DAR Assistant will provide overall administrative support to the development and alumni relations efforts of two university central schools.  This position will support the efforts of two development officers, reporting directly to the Director of Development, Peabody College while providing equal support to the Senior Director of Development at the School of Engineering. 

Major Duties and Responsibilities


Communication & Coordination

        Develop and maintain superior working relationships with DAR colleagues, Peabody and Engineering Dean's Offices, faculty and staff. 

        Respond appropriately and in a timely manner to inquiries and requests from alumni, parents, friends, faculty, and staff.

        Prepare and handle confidential correspondence.

        Coordinate and maintain daily and long-range schedules.


Project Management

        Prioritize multiple projects across two departments according to deadlines and exercise independent judgment and decision-making.

        Run monthly reports for development officers.

        Conduct research assignments and summarize information regarding   prospects, including Advance profiles.

        Assist departments with alumni events, activities, and mailings as needed.

        Maintain school packet stations, including brochures, pledge forms, and marketing materials. 



        Secure and confirm appointments with prospects and donors via phone and email when needed.

        Coordinate varied travel logistics for two traveling development officers, including booking flights, hotel accommodations, and car rentals utilizing Concur travel system and providing directions to appointments.

        Submit travel authorization forms and compile travel itineraries.

        Maintain and submit expense reports for all trips and monthly reimbursements.




        Manage work-flow and outer-office operations.

        Maintain excellent working knowledge of Microsoft Word, Power Point, and Excel, in additional to Advance database and Concur travel system.

        Participate in training activities to reach a broader understanding of DAR within Vanderbilt University.

        Utilize DAR Advance database for updates, contact reports, and reporting.

        Maintain a working knowledge of all DAR administrative forms, policies, and procedures. 

        Assist with gift documentation and acknowledgement of pledges and outright gifts to Peabody and Engineering.

        Display professional image when working with current and prospective donors, college committees, faculty, staff, alumni and parents.

        Perform other duties and tasks as assigned. 



        High school graduate and one year of relevant experience is required.

        Bachelor's degree and experience in higher education is preferred

        Excellent organizational and interpersonal skills

        Strong proofreading and editing skills with a keen attention to detail

        Effective oral and written communication skills

        Discretion and good judgment necessary

        Ability to perform and manage multiple projects on a regular basis

        Advanced proficiency with Microsoft Word, Excel, Outlook and Power Point

        Ability to work independently and as part of a team, take initiative and meet deadlines


This is a full-time position.  Some evening and weekend work as needed.


Basic Qualifications

Job requires High school graduate or GED and 1 year of experience or the equivalent.

Job Development and Alumni Relations

Primary Location TN-Nashville-Baker Building

Organization DAR- A&S Eng Pbdy Par 144420