Assistant Director, Reunion and Class Engagement

The Assistant Director of Reunion and Class Engagement plays a critical role in the logistics and planning activities for the annual events of Reunion, Homecoming and Volunteer Leadership Weekend which all serve as an important part of Vanderbilt’s peer-to-peer engagement and fundraising strategies. 

This position directly supports the maintenance of digital experiences and content (including registration, websites, digital class books, etc), project management, and volunteer tracking and reporting.  The Assistant Director may also manage a small cohort of volunteers. The Assistant Director reports to the Director of Reunion and Class Engagement. 

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. You can visit our website for more information:  https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance:

• In partnership with Annual Giving and Alumni Engagement teams, oversees all aspects of registration for Reunion and Homecoming Weekend, including website maintenance, registration pages, nametag preparation, and onsite registration management. 
• Serves as key planning partner and advocate for Reunion in planning for Volunteer Leadership Weekend with an emphasis on project management (e.g.booking hotel blocks, ordering branded supplies, coordinating printing services). 
• Provides ongoing Reunion team support through pulling reports, tracking data, organizing volunteer outreach plans, and other tasks to ensure the team’s success. 
• Serves as a central point of contact for the Reunion team, executing on requests for updated website content, data requests, and other services. 
• Provides exceptional frontline customer service to constituents by responding to emails through centralized inboxes and phone lines. This requires the ability to answer questions in a timely manner, troubleshoot issues, and work with team members to identify solutions. 
• Works with select class volunteers (e.g. Class Agents) to support peer-to-peer engagement and fundraising goals for Vanderbilt’s undergraduate class-based programs. 

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Senior Director for Class and Community Engagement. 

Work Environment: 

This is a hybrid role based in Nashville – in the office approximately 1 day per week depending on business needs. 

Education and Certifications:

• A Bachelor's Degree, or the equivalent, is necessary.

Experience and Skills:

• One or more years of experience is necessary 
• Experience with technology and emerging platforms 
• Must be able to manage multiple projects effectively and efficiently, all while ensuring that key goals and deadlines are met. 
• Must be skilled in the use of all Office products, event registration platforms, and well versed in digital tools (e.g., Zoom/Teams/YouTube) and databases. Experience in Salesforce is a plus.
• Additional experience with project management and client management tools are a must. 
• Excellent customer service skills
• Experience with recruiting and managing volunteers is a plus.
• Ability to work independently and as part of a team, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to ever changing priorities
• Excellent oral and written communication skills 
• Values the importance of equity as an organizational operating principle and is committed to equity, diversity, and inclusion
• Evening and weekend work, as needed

Key Characteristics of a Successful Team Member in this Work Unit:

• Holds oneself accountable; takes responsibility for failures as well as successes; and recognizes that trust is required to hold a team together.  
• Shares information; communicates proactively; transmits knowledge; asks for advice and considers it thoughtfully.
• Genuinely values teamwork and co-workers. 
• Expects and delivers excellence. Is proactive and focused on creative problem solving. Welcomes input to making things better. Places a high value on learning and improving.
• Is motivated. Manages time, activities and outcomes well so that progress stays on track. Balances multiple, competing priorities simultaneously without becoming overwhelmed.