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Position Summary

The Program Assistant, Law School provides operational and administrative support for the Law School Development and Alumni Relations (DAR) team.  This pertains to development efforts and all alumni/donor events, and programs, donor relations activities, and Board of Advisors meetings. This person directly supports two managers. The position requires the ability to manage and prioritize multiple projects according to deadlines and exercise independent judgment.  

 

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

Provide administrative support to the alumni engagement, stewardship, and annual giving staff.  

Provide customer service to alumni donors, faculty, and staff.

Receive incoming calls for the Law School development and alumni relations office and handle various inquiries.

Help with logistics for regional alumni/donor events and programs.

Handle data entry, coding, and filing activity reports for alumni volunteers and events.

Assist with planning and staffing of Reunion Weekend, Board of Advisors meetings twice per year Founders Circle/Distinguished Alumni event, and other programs.

Manage registration process for Reunion Weekend and handle inquiries regarding all aspects of the weekend.

Help with stewardship and annual giving activities as needed. 

Handle all inquiries for the Law School DAR email inbox and the primary phone number for the office.

Run email lists and reports for current staff, faculty, students, and alumni as requested and for mailings. 

Provide the Law School Career Services, Admissions and Law Communications with requested alumni information. 

Serve as back-up staff member for development requests and class notes. 

Assist with proofing emails and alumni related communications. 

Manage expense reports for the Senior Director and some payments for events/programs. 

Research, resolve, and justify any budgetary discrepancies

Prioritize multiple projects based on deadlines

Perform other duties as assigned

 

Supervisory Relationships:

This position has no direct supervisor responsibilities. 

This position reports administratively to the Senior Director of Alumni Engagement and Annual Giving, Law.  But the person also reports functionally to the Associate Director of Alumni Engagement and Stewardship, Law. 

Work Environment:

This position will be located in the Nashville, TN area.

This role will be hybrid, where the expectation will be in the office at least one day per week or more depending on business needs.

Education and Certifications:

A High School Diploma, or the equivalent, is necessary.  

A bachelor’s degree is preferred.

Experience and Skills:

One year of experience, or the equivalent, is necessary

Strong customer service skills, with the ability to work and communicate with a diverse group of constituents and colleagues, are necessary

Strong interpersonal and phone skills are necessary

Ability to perform and manage multiple projects on a regular basis

Effective oral and written communications skills

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

Strong time management and organizational skills

Ability to work independently and as part of a team

Some evening/weekend work as needed