Associate Director of Special Events and Donor Relations, Athletics

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Position Summary:

The Associate Director of Special Events and Donor Relations on the Athletics development team is responsible for these key areas of work:  donor relations and engagement of the full range of donors (capital, major, planned giving, and annual donors) who are members of the National Commodore Club (NCC) and assists in managing, planning, and execution of local and regional athletic donor 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.  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 in planning, managing, and coordination of all events hosted by the NCC

• Support director in execution of events co-hosted by the Alumni Association and/or Athletics such as away game tailgates, postseason events, coaches’ caravans, tours of athletics facilities, etc.

• 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.

• 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.

• Determine what donor relations and marketing efforts are needed for the events.

• 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 donor events

• Other duties 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 does not have supervisory responsibility; this position reports administratively and functionally to the Associate Athletic Director / Senior Director of Strategic Priorities, Athletics

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