Vanderbilt University Medical Center
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 todayâs 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:
Under the supervision of the Director of Planned Giving, Executive Director and Director of Development, the Administrative Assistant will have the following responsibilities:
Coordinate and perform all administrative duties for the Director of Planned Giving, Executive Director and Director of Development 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 Director of Planned Giving, Executive Director and Director of Development activities including maintenance of prospect and donor databases.
Assist with drafting, editing and proofing correspondence, entering contact reports and working with the Director of Planned Giving, Executive Director and Director of Development 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 Director of Planned Giving, Executive Director and Director of Developmentâs 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 Director of Planned Giving, Executive Director and Director of Development.
Act as a contact person for the Director of Planned Giving, Executive Director and Director of Developmentâs 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 Director of Planned Giving, Executive Director and Director of Development.
Monitor, verify and reconcile expenditures. Complete and file expense reports.
Manage and approve procurement card and e-procurement charges.
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.
- Administrative professional with excellent customer service attitude. Highly motivated team player with courteous interpersonal skills for effective interactions. Administrative experience with high accuracy.
- College degree and development experience, or four years of experience preferred.
- 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.