Primary Location: TN-Nashville-3322 West End Avenue
Organization: VUMCDEV MGT Support 2 108164
Senior Administrative Assistant, Development Dept
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:
The Senior Administrative Assistant will support the Major Gift and Principal Gift teams and have the following responsibilities:
· Coordinate and perform all administrative duties for the Development Officers and their programs. Additional support responsibilities may be assigned as the development staff continues to grow.
· Proactively manage calendars, anticipate needs around scheduled meetings and prepare agendas in advance for review.
· Make all necessary travel arrangements and build itineraries around travel.
· Maintain confidential prospect and donor records and files.
· Coordinate computer-based information systems to support Development Officers activities including maintenance of prospect and donor databases.
· Assist with drafting, editing and proofing correspondence, entering contact reports and working with the Development Officers to draft follow-up and supporting prospect documents.
· Coordinate special mailings; ensure that production is on target; create and maintain databases as needed; request computerized printouts, labels, etc.
· Support the Development Officers’ needs for presentations, monthly reports and other data entry.
· Create PowerPoint presentations.
· Manage goal setting documentation and tracking during the year.
· Request and prepare prospect research for calls, in-office discussion and handle research briefs for leadership on behalf of the Development Officers.
· Act as a contact person for the Development Officers’ programs including: donors, volunteers, board members and faculty members associated with all projects and programs.
· Act as a contact person for other programs and leaders as requested by Development Officers.
· Monitor, verify and reconcile expenditures. Complete and file expense reports.
· May be requested to participate as front line staff during community development events across region. Provide support for special events related to development.
· Perform other duties as assigned.
- High School Diploma or GED (or equivalent experience) (Required)
- 4 years relevant experience (Required)
- 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.
- 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.
High School Diploma or GED (or equivalent experience) and 4 years relevant experience
Licensure, Certification, and/or Registration (LCR):