Coordinator, Hospitality and Concierge Services (Temporary)

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Position Summary:

As the Coordinator for Donor Relations and Hospitality & Concierge Services (H&C) within Development and Alumni Relations (DAR), your activities might range from organizing, facilitating, and executing priority assignments, to providing operational data support, to providing logistics for scheduled events.  The Hospitality and Concierge Team is tasked with increasing the engagement and philanthropic interests of Vanderbilt’s highest-level donors.

This position will be a key contributor to the Leadership Philanthropy and Engagement (LPE) department, responsible for supporting and managing events and VIP visits. You will partner closely with internal and external stakeholders to schedule plans, while implementing processes to bring increased efficiency in the delivery of services.

This is a temporary position.  This will be a full-time role, working 40 hours per week.

About Us: 

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.  More information can be found here:  https://www.vanderbilt.edu/dar/

Key Functions and Expected Performance:

Our ideal candidate is a responsible, team-oriented professional who is excited to learn and work with our dedicated team members who are passionate about our mission. You will be a key contributor on our H&C team. In this role, your responsibilities will include providing data, tracking, and assisting with hospitality and high-touch concierge services to our visitors.

You will work with internal and external partners to successfully meet program goals.

In addition to building authentic rapport with the Vanderbilt community, you have the ability to work independently, take initiative, management multiple priorities simultaneously, meet deadlines, and adapt to changing priorities.

• Attend meetings as required                                                                                        
• Complete actionable items from meetings
• Assemble and deliver gift bags to hotels
• Compile data and reports

• Create PowerPoints and Excel documents for data tracking and reporting

• Assist with restaurant website, Development Officer toolkit, Teams and Trello documents
• Create campus visitor schedules in Canva
• Create purchase orders                       

• Assist with ticket management as needed

• Attend internal and external events as needed

• Order food and beverages for events as needed

• Assist with tours and events on nights and weekends as needed

• Assist with campus tours 

• Write post-visit debriefs 

• Manage expense reports for H&C team members as needed

• Prioritize multiple projects according to organizational demands

• Other duties as assigned

Work Environment:

This position will be located in the Nashville, TN area.  The role will be hybrid with an expectation of being in the office one day per week or more depending on business needs.

Supervisory Relationships:

This position will not have any direct reports.

This position will report to the Senior Director, Hospitality and Concierge Services.

Education and Certifications:

• Associate’s degree, or the equivalent, is necessary.
• Bachelor's degree is preferred.

Experience and Skills:

• Excellent organizational skills with meticulous attention to detail.
• Excellent verbal and written communication skills are necessary.
• Ability to exercise good judgment in the handling of confidential information.
• Experience in development is preferred.
• Knowledge of software programs 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.
• Capacity to perform in an intellectually rigorous and complex academic environment.
• The ability to apply sound judgment in all situations is required
• The ability to work independently, take initiative, manage multiple projects simultaneously, meet deadlines, and adapt to changing priorities are essential.
• Must have a professional attitude, and exhibit considerable tact, persuasion, and judgement in interactions with internal and external constituents.
• Strong computer skills including Microsoft Excel, PowerPoint, Teams, and Word.
• The ability to master new computer programs and database management.
• Demonstrated ability to work successfully with high-level executives.
• Excellent data management skills and tracking progress.
• Position requires flexibility to work nights and weekends as needed.
• Ability to handle crisis situations and perform well under pressure.
• Driving is considered an essential job function for this role. Must have and maintain a valid driver's license and a satisfactory driving record. Vanderbilt University engages a third party to provide up-to-date notifications regarding negative changes to motor vehicle records.

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.