Associate Director – Principal Gift Operations

The Associate Director for Principal Gift Operations provides advanced administrative and operational support to the Principal Gifts team to facilitate its operations, project management, and alignment of donor strategy for the university’s top prospects. As a leader in coordination and collaboration, the Associate Director is responsible for day-to-day functions of the team and liaising across all fundraising units and working closely with the Research and Prospect Development team to optimize and maximize the potential of our prospects. This role demands attention to multiple projects and deadlines simultaneously in a high-paced environment that prioritizes flexibility, adaptability, and collegiality.

This is a new position on a growing team that is generating significant philanthropic impact by driving new seven and eight figure gifts at a rapid pace for new initiatives and ongoing priorities that benefit the entire university.

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. Learn more about our department at https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance:

• Provide advanced administrative support to operationalize principal gift strategy through regularly scheduled meetings, deal team sessions, and prospect strategy reviews. This includes calendaring, agenda-development, list creation, slide deck creation, and extensive work with partners across functional areas to facilitate effective meetings.
• Project manages the principal gift pipeline by maintaining updated data in the CRM, coordinating closely with Research and Prospect Development teams, and regularly pulling reports to assess for accuracy. Maintenance of the pipeline requires ongoing communication across the frontline fundraising teams to collect and update information in real time.
• Works seamlessly vertically and horizontally across the organizational structure to ensure that the appropriate individuals and teams are consulted and included as appropriate to drive forward principal giving activity—for the entire donor cycle, from identification to solicitation and stewardship.
• Collaborate with Principal Gift Officers, Research and Prospect Development Team, and Donor Relations to develop individual prospect strategies that are complete, timely, and well-documented in the CRM and other systems to ensure continuity with the university’s top prospects.
• Serve as a through line at the organization by communicating consistently and continuously across teams and leaders to keep all partners in sync; provide detailed and timely meeting notes, proactive updates, refreshed reports, pre-reads, and post-meeting timelines.
• Provide ad hoc support to create invitation lists and distribution lists for high-level communications and events that can be leveraged for principal prospect engagement.
• Dedicate attention to national trends in philanthropy, prospect development, and participate in professional development opportunities, and immerse in university priorities.
• Work collaboratively to prepare briefings, proposals, cultivation plans, and other materials in support of solicitations for the Principal Gifts team.
• Perform other duties and responsibilities as assigned.

Supervisory Relationships:
This position has no supervisory responsibility; this position reports administratively and functionally to the Director for Development Operations.

Work Environment:
This is a hybrid role, with a preference for candidates residing in Nashville but will consider remote work with quarterly travel to Vanderbilt campus in Nashville, TN.

Education and Certifications:

• Bachelor’s degree is necessary

Experience and Skills:

• Four years of relevant experience is necessary.
• Successful development operations experience or in a related sales or client management role, with university or non-profit background preferred
• Ability to quickly grasp and foster synergies between Vanderbilt and its complex environment and the philanthropic goals of major national and regional foundations.
• Demonstrate a high level of professionalism, diplomacy, and tact in all work efforts.
• Top candidates will possess a blend of administrative expertise, project management, and interpersonal skills. Experience in research, prospect development, fundraising, communications, or stewardship is strongly desired.
• Ability to manage several projects simultaneously, set priorities for the department, take initiative, and adapt to changing deadlines is required.
• Ability to analyze, interpret, synthesize, and present complex information effectively to executive level audience is required.
• Superior verbal and written communication skills are required.
• Excellent organizational skills with a meticulous attention to detail are required.
• Ability to exercise good judgment in the handling of confidential information is required.
• Ability to use current computer technology, such as Windows, Excel, and Word is required; Experience with Salesforce CRM and/or Tableau is preferred.
• Possess creative skills that facilitate success in an environment where critical thinking and teamwork are required.
• Demonstrated success in working across teams and disciplines – facilitating solutions, designing new ideas, and driving forward priorities.
• The ideal candidate will be a highly motivated, professional team player with courteous interpersonal skills and an excellent customer service attitude.