Associate Director of Donor Engagement and Administration, Engineering
About the role
The Associate Director of Donor Engagement and Administration is responsible for managing comprehensive donor engagement strategies, stewardship programs, and operational initiatives for the School of Engineering’s $300M Power the Impossible Campaign. This role serves as a strategic partner in cultivating and retaining top-level donors while supporting the Engineering Council of Advisors and implementing systems-based approaches to donor communications and engagement.
Key Functions And Expected Performance
Serve as primary liaison for all Engineering Council communications, including meeting coordination, agendas, materials, and follow-up.
Manage scheduling and logistics for council meetings, events, and special initiatives.
Track council member engagement metrics and identify opportunities for deeper involvement.
Support council leadership in strategic planning and annual programming.
Develop and maintain comprehensive council database including contact information, giving history, and engagement records.
Develop compelling campaign collateral including case statements, donor proposals, brochures and one-pagers, newsletters, and promotional materials.
Create integrated marketing and communications plan supporting capital campaign objectives, including timelines, channels, and messaging strategies.
Collaborate with DAR, School of Engineering and university communications and marketing teams to ensure consistent branding and messaging.
Manage content calendar for donor communications across multiple channels (email, print, digital).
Design and implement systems and processes ensuring consistent, regular communication with top donors.
Create standardized operating procedures for donor gift tracking, acknowledgment, and stewardship documentation, in collaboration with the appropriate DAR teams.
Create templates and frameworks for routine donor communications and follow-ups.
Establish metrics and reporting mechanisms to track engagement and program effectiveness.
Manage donor databases, ensuring accuracy of records and timely updates.
Cookordinate with gift processing and advancement services to ensure seamless donor experience.
Research and identify new prospect opportunities through data analysis and strategic prospecting.
Create and pilot new engagement initiatives, programs, and recognition opportunities.
Evaluate effectiveness of engagement strategies and recommend improvements.
Stay current with emerging trends in donor engagement and development best practices.
Design and execute custom stewardship plans for top-level donors and prospects, ensuring meaningful engagement aligned with their philanthropic interests and giving capacity.
Develop and maintain comprehensive donor relationship management protocols that ensure consistent, personalized communication and recognition.
Create and coordinate tailored stewardship recognition programs that celebrate and acknowledge donor contributions across all giving levels.
Build and maintain positive relationships with current donors to encourage retention and increased engagement.
Support major gift officers in proposal development and donor meetings as needed.
Participate in school events, cultivations, and other development activities.
Maintain confidentiality and exercise discretion with sensitive donor information.
Contribute to annual giving initiatives and fundraising events.
Complete special projects and support other departmental needs as assigned.
Core Competencies
Strategic Thinking: Ability to develop comprehensive engagement strategies aligned with institutional priorities.
Relationship Management: Excellent interpersonal skills and ability to build and maintain strong donor relationships.
Project Management: Skilled at planning, coordinating, and executing multiple projects with competing deadlines.
Communication: Clear, compelling written and verbal communication tailored to diverse audiences.
Problem-Solving: Creative approach to identifying and addressing operational challenges.
Attention to Detail: Commitment to accuracy in data management, documentation, and follow-up.
Technology Proficiency: Comfortable learning and utilizing advancement software and tools.
Collaboration: Ability to work effectively with colleagues across departments and levels.
Initiative: Self-motivated with ability to identify needs and implement solutions.
Cultural Awareness: Respectful and inclusive approach to engaging diverse stakeholder groups.
Education And Certifications
A bachelor's degree, or the equivalent, is necessary.
Experience And Skills
Minimum 3-5 years of experience in development, fundraising, donor relations, stewardship, annual giving, or related field.
Demonstrated experience in donor communications and relationship management.
Strong project management and organizational skills with ability to manage multiple initiatives simultaneously.
Excellent written and verbal communication skills.
Proficiency with CRM systems (Salesforce preferred) and standard office software.
Ability to work independently and as part of a collaborative team.
Strong interpersonal skills and ability to interact professionally with donors, faculty, staff, and leadership.
Attention to detail and commitment to accuracy in documentation and data management.
Flexibility to attend evening and weekend university events as needed (occasional).
Preferred Qualifications
Experience in higher education development, particularly within engineering programs or research universities.
Deep expertise in marketing, communications, stewardship, and annual giving, with the ability to develop comprehensive donor engagement plans.
Skilled storyteller with the ability to translate high-level concepts into compelling pitch decks, narratives, and marketing materials that drive engagement.
Analytical mindset with the ability to generate actionable insights to inform leadership decision-making.
Knowledge of major gifts or principal gift fundraising.
Previous experience at Vanderbilt or similar R1 institution.
Experience with event planning and coordination.
Background in stewardship strategy development.
Familiarity with higher education advancement operations.
Grant writing or proposal development experience.
Social media and digital marketing experience.