Details
Posted: 27-Oct-24
Location: Nashville, Tennessee
Salary: Open
Categories:
Admin / Clerical
Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of diverse individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.
Organization:
Development
Job Summary:
This role would oversee and manage the Canby Robinson Society (CRS) donor society mailings, stewardship materials, and serve as the point of contact for member inquiries. This position will also provide support to Senior Communications Strategists, assist with Donor Engagement events and activities, and provide support to the overall Donor Relations team.
.
Vanderbilt University Medical Center Development
Position Description
Working Title: Program Manager, Office of Donor Relations
HR Classification: 3543 - Program Manager
Reports To: Senior Director of 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:
Under the supervision of the Senior Director of Donor Relations, the Program Manager will have the following responsibilities:
Key Responsibilities
Canby Robinson Society:
- Oversee and manage the Canby Robinson Society (CRS) donor society mailing:
- Ensure donor society qualification standards are met
- Run mailing data for various levels of CRS and appropriately mail merge into letters for new and returning members
- Collaborate with various teams including Digital and Direct Marketing, Analytics and Stewardship to ensure accurate and timely communications both online and mail
- Acting as a personal contact, including oversight of the CRS email inbox
- Update CRS materials yearly in collaboration with Strategic Communications and Stewardship teams
- Steward CRS level gifts in collaboration and coordination with the Digital and Direct Marketing team.
Office of Stewardship:
- Provide support to Senior Communications Strategists with:
- Directorship fund maintenance
- Directorship Celebration event stewardship coordination
- Acknowledgment data maintenance including contact reports, salutations and communication with various offices for final acknowledgement letters
- Annual endowed financial and impact report contact reports and mailing of stewardship reports
- Drafting, reviewing and coordinating with development officers regarding gift agreements, along with maintaining allocation notes in Advance database
- Research funds as needed to ensure that donor intent is being realized and records are complete.
- Assist in managing naming opportunities data including special reporting requirements, and naming in Advance, running reports to track named spaces, maintain the Monroe Carell Jr. Children's Hospital at Vanderbilt Butterfly Garden, and preparing and routing naming forms for approval, site visits and logistics
Donor Engagement:
- Managing contact reports in Advance for events, programs and advisory boards
- Assist with advisory board roll on/roll off/renewal letters
- Provide event logistics help as needed including but not limited to registration, name tags, room set up and breakdown
Administrative:
- Assist with meeting scheduling and calendar organization
- Collaborate with other teams regarding follow-up and communications related to meetings
- Manage and update process documents and shared folder organization to ensure materials are organized and accessible to team members.
- Assist with budget tracking
- Maintain project trackers using Microsoft Excel and Smartsheet
- Handle sensitive information in the strictest confidence, according to departmental and institutional policies.
- Develop strong working relationships with other VUMC offices to make accessing information more productive and efficient.
- Uphold departmental and institutional policies regarding confidential information.
- Work cooperatively with VUMC Development colleagues.
- Travel as required.
- Perform other duties as assigned.
Qualifications:
- A bachelor's degree (or equivalent experience) (Required)
- 3 years relevant experience (Required)
Preferred Experience:
- Experience in healthcare, non-profit work, or stewardship preferred.
- Excellent verbal and written communication, customer service, and interpersonal skills.
- Strong attention to detail and accuracy in data entry and record-keeping.
- Exceptional organizational and project management skills.
- Must be efficient in working independently and prioritizing work on simultaneous projects while meeting deadlines and effectively communicating work priorities with various colleagues.
- Takes initiative and adapts to changing priorities in an intellectually rigorous and complex environment is essential.
- Knowledge of software programs including Microsoft Word, Excel, Smartsheet and CRM databases as well as other databases applicable to development is desirable.
- The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.
- The ability to apply sound judgment in all situations is required with a demonstrated ability to exercise sensitivity and judgment in dealing with staff, prospects, and the public.
Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.
At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.
Core Accountabilities:
Organizational Impact: Executes job responsibilities with the understanding of how output would affect and impact other areas related to own job area/team with occasional guidance. Problem Solving/ Complexity of work: Analyzes moderately complex problems using technical experience and judgment. Breadth of Knowledge: Has expanded knowledge gained through experience within a professional area. Team Interaction: Provides informal guidance and support to team members.
Core Capabilities :
Supporting Colleagues:- Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas.- Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships.- Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services:- Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them.- Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions.- Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly.- Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure.- Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area.- Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation:- Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches.- Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges.- Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.
Position Qualifications:
Responsibilities:
Certifications:
Work Experience:
Relevant Work Experience
Experience Level:
3 years
Education:
Bachelor's
Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled