Development Coordinator, West Palm Beach

Vanderbilt University•Nashville, TN

1d•Hybrid

About The Position

The Development Coordinator will play a key role in supporting the West Palm Beach Development Team within Vanderbilt’s Development and Alumni Relations (DAR) department. This role is crucial for ensuring smooth operations within the Regional Development team. Key responsibilities include providing operational and logistical support for development team communications, events, travel, donor events, meeting preparations, data reporting and other team activities. The role requires strong organizational skills, the ability to prioritize multiple projects with varying deadlines, and the capacity to exercise independent judgement. The Development Coordinator will be involved in various functions such as donor communications and outreach, special projects, event planning, research, administrative support, meeting preparations, and donor reporting. Other duties include managing daily office operations, budgetary and personnel activities, coordinating donor communication, and responding to donor needs.

Requirements

Associate’s degree, or the equivalent, is necessary
2-3 years of relevant work experience, or the equivalent, is necessary
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
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 handle crisis situations and perform well under pressure

Nice To Haves

A bachelor’s degree is preferred
Prefer experience within development and/or higher education
Some evening/weekend work as needed

Responsibilities

Maintains an in-depth understanding of financial and procurement policies and procedures.
Record and submit all checks/cash received.
Research, resolve and justify any budget or expense questions or discrepancies.
Compile data, monitor office budget and maintain current/accurate records
Assist the West Palm Beach development team with coordinating various internal and external event activities, including organizing meetings, managing vendor relationships, and coordinating event logistics and communication details. This role may also involve handling other logistical tasks as needed.
Coordinates research with Information Management and Research and Prospect Development on prospects and donors to include VandyQuest profiles; summarize findings; event and meeting briefings; bio updates.
Manage research projects and data analysis for the West Palm Beach Development team and key campus partners.
Create activity reports in database for communications received from constituents, as well as communications sent to constituents from development officers and other team members.
Manage the donor gift acknowledgement process, including pulling weekly or monthly gift reports, writing, editing, and merging acknowledgment and cover letters, and executing with the Dean’s offices and various leadership approvals.
Assist with logistics and planning for alumni programs and other events.
Prioritize and manage multiple projects simultaneously, ensuring timely completion based on deadlines and organizational needs.
Provides high-level, direct support for the team including calendaring, expense reporting, procurement and budget management, and ad hoc projects.
Organizes, attends, and actively participates in meetings regarding team functions, and prospect reviews; assists with scheduling for team-wide meetings and activities; maintains travel plans and calendars.
Maintain a thorough knowledge of the fundraising database and other project and information management systems to effectively update and utilize data, department projects, and report progress toward goals. Manage the input and output of data within database while maintaining regular quality control and data integrity. This may include bio updates, contact reports, activity reports, volunteer coding, compiling and formatting class lists, generating data reports and dashboards, updating opportunities, and submitting cases for various needs.
Compose and maintain procedure and process documents of database and business processes for the team.
Provides follow up from donor visits including sending mailings, packages, and donor or volunteer materials at the direction of the team as needed.
Provides customer service to prospects, donors, faculty, and staff regularly.
Manages office files and organization of team supplies.
Collaborate with and support team members on special projects/initiatives.
Maintain an in-depth understanding, interpretation, and applicability of university policies and procedures.
Review, analyze, and research trends and recommend strategies for continuous improvement.
Prioritize multiple projects according to organizational demands.
Establish regular communication flow with internal and external key stakeholders.
Perform tasks and other duties as assigned.