Coordinator, Gift Acceptance

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The Coordinator, Gift Acceptance will provide support to all functions of the Development and Alumni Relations (DAR) Gift Acceptance and Gift Administration teams, with a particular focus on supporting gift agreement drafting and processing, as well as performing accounting tasks in a varied and complex environment exercising a high degree of judgment in selecting and applying guidelines and policy.

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: (in order of strategic importance and time spent)

• Gift Documentation

  • Assist in preparing, reviewing, and finalizing gift agreement documentation in order to ensure proper use of donor gifts.
  • Oversee use of DocuSign to collect internal and external signatures for gift agreement documentation.
  • Oversee data entry and records related to new and updated gift agreement documentation.
  • Maintain and update information in the appropriate databases to ensure accurate and ongoing records.

• Work collaboratively with the Director of Gift Acceptance and colleagues to ensure deadlines are met and deliverables are executed with accuracy, quality and integrity. Duties will include, but are not limited to:

  • Carry out research to ensure that donor intent is being realized and donor records are complete.
  • Support ad hoc projects and requests, including researching and compiling endowed fund information for special projects or requests from DAR colleagues, including department leadership.
  • In collaboration with Assistant Director, Gift Administration, serve as a key liaison between Gift Acceptance, Donor Relations and Development Officers on matters related to gift agreements and donor intent.
  • In collaboration with Assistant Director, Gift Administration, this role is committed to training, and ongoing guidance to remain apprised of gift agreement processes and documentation standards.

• Continuously compile, review and analyze project outcomes against established goals, objectives and timelines.

• Recommend and implement process improvement for programs and services.

• Use appropriate resources to effectively and efficiently resolve problems.

• Uphold departmental and institutional policies regarding confidential information with particular care in handling sensitive donor and student information.

• Work cooperatively with Development and Alumni Relations colleagues and maintain strong and effective working relationships with other university offices.

• Perform other duties and responsibilities as assigned.

Work Environment:

This position will be located in the Nashville, TN area and will be hybrid, with the expectation to be in the office one day per week or more depending on business needs.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Gift Acceptance.

Education and Certifications:

• Bachelor’s degree, or the equivalent, is necessary.

Experience and Skills:

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

• Preference will be given to candidates with experience in donor relations, gift agreements, gift entry and development research.

• Ability to use current computer technology, including proficiency in MS Word and Excel; Knowledge of software programs applicable to development, including CRM, is desirable.

• Demonstrates a high level of professionalism, diplomacy, and tact in all work efforts.

• Ability to exercise good judgment in the handling of confidential information is required.

• Possess creative skills that facilitate success in an environment where critical thinking and teamwork are required.

• Superior organizational skills, verbal and written communication skills, attention to detail and the ability to articulate the needs, interests and accomplishments of Vanderbilt University required. 

• This role demands attention to multiple projects and deadlines simultaneously in a high-paced environment that prioritizes flexibility, adaptability, and collegiality. 

• Candidate must also have the capacity to perform in an intellectually rigorous and complex academic environment. 

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.