What are the responsibilities and job description for the Program Assistant, Class and Community Engagement position at Vanderbilt University?
The Classes and Communities Program Assistant will support the Reunion and Affinity Networks teams (Classes and Communities) in DAR through program logistics, volunteer support, day-to-day operations and execution, and supporting alumni communications.
The Classes and Communities Team – comprised of Reunion and Affinity Networks - partners with volunteers to strengthen lifelong connections among alumni and with Vanderbilt. We recruit, build and activate volunteer networks, partner across Vanderbilt to execute an elevated alumni experience, create meaningful traditions and experiences, and drive a spirit of Vanderbilt for Life. Through a year-long undergrad Reunion planning process, our nearly 400 volunteers inspire thousands of classmates to come back and give back to Vanderbilt, driving a deeper, lifelong connection. The team also serves four alumni affinity networks through volunteer stewardship, communications and events: AVBA - Association of Vanderbilt Black Alumni, AAVA - APIDA Association of Vanderbilt Alumni, LAVA - LGBTQIA Association of Vanderbilt Alumni, and VAHLA - Vanderbilt Association of Hispanic and Latinx Alumni.
The Classes and Communities team is a highly collaborative team, comprised of a Senior Director, two Directors, four Associate Directors and an Assistant Director and Program Assistant.
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.
Key Functions and Expected Performance:
Programming
Execute standard event preparation and setup including logistics, vendor management, communications, and registration tasks for virtual or in person events such as Reunion, Homecoming, and Affinity Network programs using approved timelines, templates, and procedures.
Day-of contact for events including materials packing and final logistics to ensure events are executed with excellence.
Attends alumni events as needed.
Volunteer & Relationship Management
Volunteer management support such as maintaining active rosters, facilitating committee updates, preparing materials, executing mailings, partnering on volunteer recruitment, tracking updates for volunteer recruitment and giving campaigns, and attending board meetings and volunteer meetings virtually and in-person as appropriate.
Volunteer management support for volunteers such as maintaining current copy templates for volunteer outreach and updating outreach calendar.
Steward volunteers through coordination of gifting and mailings, sending thank you notes, managing gift inventory.
Communications & Outreach
Collaborate with team Directors, MarComm and DARComm to produce routine communications and digital updates using approved messages, templates, audiences, and workflows, including newsletters, peer-to-peer copy, webpages, email lists, and registration content.
Provide frontline service for the full team by monitoring shared inboxes and phone coverage, answering routine questions, verifying standard requests, maintaining event-weekend messaging, and routing complex issues to the appropriate owner.
Provide practical coordination and documentation that helps team leaders and colleagues stay organized, including scheduling meetings, preparing agendas and notes, documenting decisions and assignments, organizing onboarding materials, and maintaining shared files.
Reporting and Data
Enter and maintain accurate volunteer, attendance, cost, outreach, and program data; apply documented Salesforce coding; run and format standard reports; and flag discrepancies for review.
Budget, Purchasing & Operations: Process routine purchasing, expense, merchandise, printing, inventory, and vendor-administration tasks; prepare PO and MOR documentation; route approvals; and maintain accurate records and trackers.
Assist and track peer-to-peer outreach campaigns in Salesforce
Handle sensitive donor and student information in the strictest confidence, according to departmental and institutional policies
Supervisory Relationships:
This position reports administratively to the Senior Director of Class and Community Engagement.
Work Environment:
This position will be located in the Nashville, TN area. It will be hybrid with an expectation of being in the office about one day per week or more depending on business needs.
Education and Certifications:
A high school diploma or GED is required. A bachelor’s degree is preferred.
Driving is considered an essential job function for this role. Must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.
Experience and Skills:
One year of experience in programming, higher education, volunteer management, event management, marketing or communications, or project management is preferred.
Strong organization, task tracking, time management, accuracy, documentation, and reliable follow-through.
Ability to manage recurring tasks and multiple deadlines, recognize exceptions, protect confidential donor and alumni information, and escalate questions appropriately.
Clear written, phone, and interpersonal communication with a service-oriented approach.
Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Canva, and shared-file systems; ability to learn Salesforce, registration platforms, email systems, and web platforms and follow documented procedures.