Development Coordinator, Donor Relations - Athletics

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Position Summary:

The Coordinator, Donor Relations supports Vanderbilt Athletics’ donor stewardship and engagement efforts by assisting with recognition programs, gift acknowledgment, donor communications, and high-touch engagement initiatives for athletics supporters. Working closely with the Director of Athletics Donor Relations, central DAR teams, and Athletics Development staff, this position helps ensure donors receive timely, meaningful recognition and a high-quality donor experience.

This role plays an important operational and relationship-support function, contributing to long-term donor satisfaction and philanthropic growth for Vanderbilt Athletics.

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.

DAR’s university development team is responsible for seeking new resources from alumni, parents, friends, and family foundations to support key fundraising priorities.  More information can be found here:  https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance 

• Assist with donor relations efforts for the National Commodore Club and McGugin Society, including donor communications, recognition initiatives, and engagement activities.

• Support the gift acknowledgment process in partnership with the central DAR stewardship team to ensure donors receive timely, accurate, and appropriate recognition.

• Help manage donor recognition materials, including plaques, signage, letters, and other acknowledgment items.

• Assist with tracking and documentation of stewardship activities and donor touchpoints.

• Provide administrative and customer service support for McGugin Society members, including event communications, premium ticketing coordination, and parking-related requests.

• Serve as a point of contact for donor inquiries, responding in a professional, timely, and service-oriented manner.

• Maintain and update McGugin Society records and tracking systems to support tailored donor engagement.

• Assist with monitoring donor pledge schedules and coordinating follow-up with development officers as needed.

• Support the coordination and distribution of donor gifts and benefits in alignment with stewardship objectives.

• Help maintain accurate donor records and stewardship notes within Salesforce/VandyQuest or related systems.

• Support the planning and execution of donor stewardship events and engagement opportunities in collaboration with the athletics events and development teams.

• Assist with event logistics, communications, RSVP tracking, and on-site donor support.

• Provide evening and weekend support for athletics donor events and hospitality.

• Partner with Athletics Communications and Development staff to support donor-focused stories, impact updates, and recognition content.

• Assist with the preparation of stewardship reports, donor lists, and engagement summaries.

• Collaborate effectively with colleagues across Athletics and DAR to ensure a coordinated donor experience.

• Perform other duties and responsibilities as assigned.

Work Environment:

This position will be located in the Nashville, TN area and will be required to be in the office every day, Monday through Friday.  Routine travel, nights, and weekends will be required.

Supervisory Relationships 

This position reports administratively and functionally to the Director of Donor Relations, Athletics. 

This position will not have any direct reports.

Education and Certifications 

• A bachelor’s degree, or the equivalent, is necessary. 

Experience and Skills 

• One year of relevant experience, or the equivalent, is required.

• Experience in donor relations, stewardship, customer service, event support, advancement operations, or related administrative support work is preferred.

• Strong attention to detail and commitment to accuracy in donor acknowledgments, recognition materials, and recordkeeping.

• Excellent customer service skills and professionalism when interacting with donors, volunteers, and campus partners.

• Strong organizational skills, including the ability to manage multiple tasks, timelines, and projects simultaneously.

• Strong written and verbal communication skills, including the ability to draft donor-facing correspondence and event communications.

• Ability to handle confidential information with discretion and good judgment.

• Ability to work collaboratively across teams, including Athletics Development, central DAR partners, and Athletics Communications.

• Ability to use current computer technology, such as Windows, Excel, Word, and Vanderbilt’s donor CRM (Salesforce/VandyQuest) and related systems (or the ability to learn quickly).

• Willingness and ability to support evening and weekend donor events and game day donor relations needs as required.

• Ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to ever-changing priorities.

• Routine overnight travel is required

• Evening and weekend work is required