Senior Administrative Assistant for Donor Relations

Purpose:

Through the exceptional capabilities and caring spirit of its people, Vanderbilt University Medical Center leads in the delivery of exemplary health care, improving the lives of individuals and communities regionally, nationally and internationally. We combine transformative educational programs, compelling scientific discoveries, and distinctive personalized care to achieve this goal.

To consistently achieve excellence in medical science and health care, Vanderbilt University Medical Center Development builds relationships and encourages philanthropic contributions to directly impact today's work and to secure a strong future of service. Enthusiastic and timely support from our philanthropic partners enables the Medical Center as a nonprofit academic medical institution to excel in conducting groundbreaking research, training future leaders and providing compassionate care to patients.

Duties and Responsibilities:

This position will provide administrative support for the Donor Relations team and have the following responsibilities:

• Secure patient consents

• Convert current lists
• Move consent database into Smartsheet
• Attach consent forms, photographs and stories into Smartsheet
• Enter contact reports into Advance database
• Maintain expiration status of consent forms

• Help create an intranet to help keep team members informed

• Draft the Donor Relations Annual Report
• Donor Relations Digest
• Help with proactive donor relations team collaboration

• Mailing list management for publications

• E-newsletters, hard copy magazines and other email publications
• Provide support across all three teams for event email lists

• VIP Pledge Reminders

Manage website update requests for Donor Relations team

• Back up support for donor relations team

• Assist with administrative next steps
• Enter contact reports
• Track metrics
• Event logistics

• Day-to-day tracking of Donor Relations budget and vendor management logistics for Stewardship and Strategic Communications

• Pay invoices
• Procurement card
• Handle check requests and navigate print or mail vendor logistics

• Document/Track significant accomplishments of the team

• Back-end of Donor Engagement outcomes tracking/metrics
• Participate in impactful projects like foundation grant competitions

• Acknowledgement/Impact reporting support

• Helping secure signatures and content

• General administrative tasks

• Scheduling meetings, compiling meeting notes, following up on action items

• Provide back-up support for front desk receptionist as needed.

• Assist with events as needed.

• Perform other duties as assigned.

Required:

• High School Diploma or GED (or equivalent experience) (Required)

• 4 years relevant experience (Required)

Preferred Qualifications:

• College degree and fundraising experience preferred.

• Administrative professional with excellent customer service attitude. Highly motivated team player with courteous interpersonal skills for effective interactions. Administrative experience with high accuracy.

• Excellent keyboarding and proofreading skills with precise attention to detail. Proficiency with software packages including Microsoft Word, PowerPoint, Access, Excel, and Outlook.

• Preferred experience using Smartsheet software.

• Ability to assume responsibility, prioritize and carry out duties with a minimum of supervision.

• Ability to maintain confidentiality and diplomacy in all areas of responsibility.

• Excellent organizational skills, oral and written communications skills and the ability to articulate the needs, interests, and accomplishments of the Vanderbilt University Medical Center to a wide range of audiences are required.

• Candidates must also have the capacity to perform in an intellectually rigorous and complex environment, exhibit personal characteristics enabling effective interaction with important constituencies and possess a genuine commitment to the advancement of science and science education and to the principles governing Medical Center Development.