Development Coordinator, West Palm Beach

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Position Summary:

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. 

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.  More information can be found here: https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance: 

Budgetary 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

Project Management 

• 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.

 Coordinator Responsibilities 

• 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, compi