The DAR Assistant, Law School is responsible for providing project, budgetary and administrative support for the development team supporting the Vanderbilt Law School; manage daily office operations; handle budgetary and personnel activities; support annual giving and stewardship programs; respond to alumni and donor needs in consultation with the Associate Dean or other DAR staff.  This position reports to the Associate Dean.

About the Work Unit

The Department of Development and Alumni Relations (DAR) assists Vanderbilt University in securing the resources, both human and financial, that are required to achieve its mission and goals. The Department is responsible for the identification, cultivation, solicitation, and stewardship of individuals and organizations whose charitable objectives are consistent with those of Vanderbilt University’s teaching and research programs.

You can visit our website for more information:  https://www.vanderbilt.edu/dar/

About Vanderbilt University

Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. It is a place where your diversity 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 was recently ranked #1 in the Princeton Review among 382 top colleges and universities for “happiest students” - as well as #2 for “best quality of life” and “great financial aid,” #5 for “best run colleges” and “beautiful campus,” and #6 for both being in a “college city that students love” and having “great campus/city relations.”

Key Functions and Expected Performance

Project Management 

Prioritize multiple projects based on deadlines Produce weekly gift reports. Work with the Dean’s office to produce gift acknowledgement, congratulatory, and condolence letters in a timely manner Conduct research assignments on Law School prospects to include VQ profiles; summarize findings

Administrative Responsibilities 

Provide administrative support to development officers and alumni relations staff Manage the team calendar and the Associate Dean’s calendar Develop a working knowledge of the fundraising database and other project and information management systems to effectively update and utilize data, department projects, and report progress toward goals Assist Associate Dean and Senior Director of Development with database updates for gift opportunities Manage the input and output of data within database while maintaining regular quality control and data integrity. This may include bio updates, contact reports, activity reports, volunteer coding, data reports and dashboards, and submitting cases for various needs Utilize fundraising database to pull and format data lists, reports, and dashboards as requested Compose/maintain procedure and process documents of database and business processes Assist with travel planning and scheduling appointments as needed Compile travel packets for each development officer consisting of itinerary, reports and necessary paperwork as needed Assist with logistics and staffing for key alumni events, including Reunion and Founders Circle Dinner Compile minutes for two Board meetings annually Provide customer service and administrative support to prospects, donors, faculty, and staff including serving as backup on main phone line and alumni email inbox Serve as primary contact for Dean’s office Coordinate and schedule Law DAR staff meetings Process expense requests for development and alumni relations staff Record and submit checks/cash received as necessary, serve as liaison with Gift and Donor Services Assist the department with reaching goals Maintain detailed working knowledge of Microsoft Office applications Perform other duties as assigned

Budgetary Responsibilities

Compile data, monitor office budget and maintain current/accurate records Research, resolve and justify any budgetary discrepancies Order all office supplies and manage inventory for Law team Manage and submit expense reports for Law team staff

Education and Certifications

High school graduate and one year of relevant experience, or the equivalent, is required 

Work Environment: 

This is a hybrid role based in Nashville, in the office approximately 1-3 days per week depending on business needs. 

Experience and Skills

Bachelor’s degree is preferred Advanced proficiency with Microsoft Word, Excel, Outlook and PowerPoint Prefer one or more years of administrative experience  Strong interpersonal and phone skills Ability to perform and manage multiple projects on a regular basis Effective oral and written communications skills Strong time management and organizational skills Ability to work independently and as part of a team Some evening/weekend work as needed.

Key Characteristics of a Successful Team Member in this Work Unit

Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.  Shares information.  Communicates proactively.  Transmits knowledge.  Asks for advice and considers it thoughtfully. Genuinely values teamwork and co-workers.  Expects and delivers excellence.  Is a creative problem solver.  Is proactive.  Welcomes input on making things better.  Places a high value on learning and getting better. Self-managing; self-motivated.  Manages time, activities and outcomes well so that progress stays on track.  Can juggle multiple competing priorities simultaneously without becoming overwhelmed.

General Characteristics of a Successful Vanderbilt University Staff Member

Acceptance of Feedback – Takes constructive criticism with grace and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.  Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts. Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success. Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don’t know what someone does, it doesn’t mean they’re not doing anything. Autonomous – Self-managing; self-motivated.  Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves. Believes – Believes in the work being done and in the importance of the organization’s mission. Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal and professional development and expertise.  Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate. Honest and Transparent – Doesn’t have hidden agendas. Doesn’t play people against each other. Is authentic and forthright. Maturity – Exhibits professional maturity; doesn’t pass the buck to dodge accountability; doesn’t engage in petty office politics or inappropriate social conduct Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice and considers it thoughtfully.  Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful.  Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers.  Patient and generous.  Make suggestions rather than stating hard and fast opinions.  Avoids being negative, sarcastic, and cynical. Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn’t bring their own personal “little black clouds” into the work environment. Perspective – Maintains a sense of humor and perspective.  Can laugh first and foremost at oneself. Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, “pretend your children are watching” how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due. Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn’t push the burden of work volume or deadlines to others. Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily. Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.  Responds Promptly – When emails and phone messages aren’t returned in a timely way, it sends the message that the other party is not important.  Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.  Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that “knowledge is power” is less effective than “sharing knowledge is power.” Asks for advice, and considers it thoughtfully.  Works through Issues – Recognizes that the work is about successful outcomes. If things aren’t going well, outcomes suffer. Is willing to have crucial conversations if things aren’t going well.  Doesn’t just complain to management . . . does everything possible to remedy the situation directly first.