Assistant Director, Special Events and Stewardship - Vanderbilt University Medical Center : Job Details

Job DescriptionThis position is charged with these key areas of work: stewardship and engagement of Vanderbilt's athletics alumni and donors, and assists in managing, planning, and execution of local and regional athletic member events. As part of the larger Athletics Development team, this individual routinely works events and activities requiring weekend and evening hours as well as travel.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. You can visit our website for more information: Key Functions and Expected Performance:

• Assists in planning, managing, and coordinating National Commodore Club and Black & Gold Club special events, including event logistics such as invitations, catering, RSVPs and initial and follow-up communication with members.
• Track and analyze event metrics, such as attendance, participant feedback, and expenses; monitors effectiveness and return of investment; track suggested event improvements for future implementation in recurring events.
• Determine what marketing efforts are needed for events and coordinate with colleagues in DAR Communications and MarCom
• Review and analyze events to determine effectiveness towards departmental goals and making recommendations for continuous improvement.
• Prepare all event-related materials, such as nametags, brochures, participant materials, etc.
• Participate in event budget planning and development.
• Monitor, verify and reconcile expenditure of funds.
• Process invoices and bills; records transactions; prepare various reports.
• Provide on-site event support including after-hours and weekend events on campus and / or other venues as assigned.
• Assist with social media posting relating to National Commodore Club and Black & Gold Club events.
• Additional other duties assigned when Administrative position is out such as manage One Card, reconcile monthly reports, complying with Vanderbilt's policies, assist in answering the main line, coordinate, research, and prepare the briefings for events and appointments with donors, coordinate travel arrangements, including all logistics, and order office supplies and equipment for the office.

Work Environment:Role required to be on campus regularlySupervisory Relationships:This position does not have supervisory responsibility. This position reports administratively and functionally to the Associate Director.Education and Certifications:

• Bachelor's degree, or the equivalent, is necessary

Experience and Skills:

• One year of relevant experience is necessary
• Superior verbal and written communication skills are required
• Ability to exercise good judgment in the handling of confidential information
• Ability to use current computer technology, such as Windows, Excel, Word, and Vanderbilt's donor management system
• Experience in working with alumni relations and/or stewardship is preferred
• Knowledge of software programs applicable to development is desirable
• The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude
• Candidate must also have the capacity to perform in an intellectually rigorous and complex academic environment
• The ability to apply sound judgment in all situations is required, as are excellent organizational skills with a meticulous attention to detail
• Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential
• Evening and weekend work is required. Travel as needed
• Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion

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.
• Ability to work nights and weekends.

About UsVanderbilt is a community of talented and diverse staff & faculty!At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of America's Best Large Employers as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

• Working and growing together as a community of communities... we are One Vanderbilt.
• Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
• Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law. 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.