Senior Administrative Assistant for Donor Relations
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
Day-to-day tracking of Donor Relations budget and vendor management logistics for Stewardship and Strategic Communications
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.
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.
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.
Vanderbilt University Medical Center is home to Vanderbilt University Hospital, The Monroe Carell Jr. Children’s Hospital at Vanderbilt, the Vanderbilt Psychiatric Hospital and the Vanderbilt Stallworth Rehabilitation Hospital. These hospitals experienced more than 61,000 inpatient admissions during fiscal year 2015. Vanderbilt’s adult and pediatric clinics treated nearly 2 million patients during this same period. Vanderbilt University Hospital and the Monroe Carell Jr. Children’s Hospital at Vanderbilt are recognized again this year by U.S. News & World Report’s Best Hospitals as among the nation’s best with 18 nationally ranked specialties. Vanderbilt University Medical Center is world renowned because of the innovation, work ethic and collegiality of its employees. From our health care advances to our compassionate care, Vanderbilt owes its accomplishments and reputation to staff and faculty who bring skill and drive and innovation to the medical center day after day. World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.As t...he largest employer in middle Tennessee, we welcome those who are interested in ongoing development in a caring, culturally sensitive and professional atmosphere. Most of us spend so much of our lives at work, we want to be part of maintaining a workplace in which people support one another and encourage reaching for excellence. Many high-achieving employees stay at Vanderbilt because of the professional growth they experience and because of their appreciation of Vanderbilt’s benefits, public events and discussions, athletic opportunities, beautiful setting and, above all, sense of community and purpose.Vanderbilt and its employees share a set of mutual expectations that have been created with productivity, legality, fairness and safety always in mind. We believe that our investment in training and compensating employees multiplies in value when we enable individuals to deliver their best performance for the benefit of us all.