Coordinator, Donor Relations Operations

The Coordinator Donor Relations Operations serves as a strategic and technical linchpin on the Donor Relations Operations team ensuring data systems and insights are leveraged to strengthen relationships and drive results. Reporting to the Senior Director of Donor Relations Operationsand providing operational support to the Executive Director of Donor Relationsthe Coordinator partners across Development and Alumni Relations (DAR) to implement and track donor relations initiatives; design document and refine protocols and workflows; and support meaningful high-impact donor experiences. This role also supports the broader Donor Relations team with logistics scheduling budget tracking and coordination of additional initiatives.

The Coordinator oversees core operational functionsincluding CRM data entry and optimization database management daily stewardship execution (e.g. acknowledgments impact reporting logistics recognition tracking) and process improvementwhile translating data insights into scalable stewardship strategies that elevate donor satisfaction and retention. The ideal candidate is detail-oriented and solutions-driven with excellent organizational and communication skills strong project management capability and the ability to manage multiple concurrent priorities in a fast-paced environment.

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 Universitys teaching and research more about our department at Functions and Expected Performance:

Donor Operations & Stewardship

• Executes daily stewardship activities and fulfillment.
• Coordinates donor experiences and touchpoints.
• Liaising with vendors and production logistics.
• Meets deadlines and quality standards.

Data CRM & Reporting

• Enters and maintains CRM data and records.
• Coordinates lists reports and dashboards for outreach and tracking.
• Conducts data audits and resolves issues.
• Segments audiences and maintains accurate donor profiles.

Process Improvement & Project Management

• Documents and refines standard operating procedures and workflows.
• Supports cross-DAR coordination and implementing best practices
• Monitors timelines tasks and deliverables.
• Applies creative problem solving to improve processes.
• Benchmarks best practices and seeks learning opportunities.

Stakeholder Engagement & Executive/Team Support

• Supports the Executive Director with calendars and meetings.
• Provides tactical support for budget operations and prepares expense reports.
• Coordinates team logistics scheduling follow-ups and constituent communications.
• Assists with presentations materials and travel needs.

Contributes to a Results-Driven Team

• Remain current on industry best practices and actively participate in benchmarking and professional development opportunities.

• Embrace a positive work-culture with the goal of balancing in-office days and flexible work arrangements.

• Maintain strict confidentiality related to sensitive donor and department information.

• Work cross-departmentally to support other teams and to foster collaboration between areas.

• Perform tasks and other duties as assigned.

• Actively seek learning opportunities through taking on new projects and asking for feedback.

Supervisory Relationships:

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

Work Environment:

This is a hybrid role based in Nashville in the office approximately 1 day per week depending on business needs.

Education and Certifications:

• Bachelors degree or the equivalent is necessary.

Experience and Skills:

• Three years of relevant donor relations or operations experience or the equivalent is necessary.

• Prefer at least three years of experience within higher education.

• 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.

• Experience in optimizing processes and refining data in a CRM.

• Strong computer skills including Microsoft Excel PowerPoint and Word.

• Affinity for mastering new computer programs and database management.

• Demonstrated ability to work successfully with high-level executives.

• 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.

• Position requires flexibility to work nights and weekends when needed.

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

• Ability to work independently take initiative manage programs consisting of multiple projects simultaneously meet deadlines and adapt to changing priorities are essential.

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 proactive and focused on creative problem input to making things a high value on learning and improving.

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