Assistant Director, Special Events and Stewardship

This position is charged with these key areas of work : stewardship and engagement of Vanderbilt’s athletics alumni and donors, and assists in managing, planning, and execution of local and regional athletic member 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.

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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 :

• Assists in planning, managing, and coordinating National Commodore Club and Black & Gold Club special events, including event logistics such as invitations, catering, RSVPs and initial and follow-up communication with members.
• 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.
• Determine what marketing efforts are needed for events and coordinate with colleagues in DAR Communications and MarCom.
• Review and analyze events to determine effectiveness towards departmental goals and making recommendations for continuous improvement.
• 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.
• 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 National Commodore Club and Black & Gold Club events.
• Additional duties assigned when Administrative position is out such as manage One Card, reconcile monthly reports, complying with Vanderbilt’s policies, assist in answering the main line, coordinate, research, and prepare the briefings for events and appointments with donors, coordinate travel arrangements, including all logistics, and order office supplies and equipment for the office.

Work Environment :

Role required to be on campus regularly.

Supervisory Relationships :

This position does not have supervisory responsibility. This position reports administratively and functionally to the Associate Director.

Education and Certifications :

Experience and Skills :

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

Commitment to Equity, Diversity, and Inclusion :

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education. Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.

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