Program Assistant, Class and Community Engagement

Vanderbilt University Medical Center

. Support the Reunion and Affinity Networks teams through program logistics, volunteer support, day-to-day operations, execution, and alumni communications .

Posted 9/30/2026full-timeNashville • Tennessee • United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and time management skills while effectively managing event logistics, volunteer support, and communications. Proficient in Salesforce and Microsoft Office Suite, with a focus on maintaining accurate records and handling sensitive information.

Highest-signal resume keywords

Event ManagementVolunteer ManagementSalesforce ProficiencyMicrosoft Office SuiteClear Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Event PreparationLogistics CoordinationData EntryVendor ManagementDocumentationTask TrackingMarketingCommunicationsPeer-to-Peer OutreachProgram Management

Soft Skills

OrganizationTime ManagementInterpersonal CommunicationService OrientationAttention to Detail

Tools & Technologies

SalesforceMicrosoft WordMicrosoft ExcelMicrosoft PowerPointMicrosoft OutlookCanvaShared-File Systems

Certifications & Qualifications

High School DiplomaGEDValid Driver's License

Industry Keywords

Higher EducationVolunteer SupportAlumni CommunicationsEvent LogisticsDonor Information Management

About the role

Key responsibilities & impact

Support the Reunion and Affinity Networks teams through program logistics, volunteer support, day-to-day operations, execution, and alumni communications
Execute event preparation and setup, including logistics, vendor management, communications, and registration for virtual or in-person events
Serve as day-of event contact and manage materials packing and final logistics
Attend alumni, board, and volunteer meetings and events as needed
Maintain volunteer rosters, committee updates, outreach templates, calendars, mailings, recruitment tracking, and giving campaign updates
Coordinate volunteer gifting and mailings, thank-you notes, and gift inventory
Produce routine communications and digital updates, including newsletters, peer-to-peer copy, webpages, email lists, and registration content
Monitor shared inboxes and phone coverage, answer routine questions, verify requests, maintain event-weekend messaging, and route complex issues
Schedule meetings, prepare agendas and notes, document decisions and assignments, organize onboarding materials, and maintain shared files
Enter and maintain volunteer, attendance, cost, outreach, and program data; apply Salesforce coding and run standard reports
Process purchasing, expenses, merchandise, printing, inventory, vendor administration, PO and MOR documentation, approvals, records, and trackers
Assist with and track peer-to-peer outreach campaigns in Salesforce
Handle sensitive donor and student information confidentially

Requirements

What you’ll need

High school diploma or GED required
Valid driver's license and satisfactory driving record required
One year of experience in programming, higher education, volunteer management, event management, marketing or communications, or project management preferred
Strong organization, task tracking, time management, accuracy, documentation, and reliable follow-through
Ability to manage recurring tasks and multiple deadlines, recognize exceptions, protect confidential donor and alumni information, and escalate questions appropriately
Clear written, phone, and interpersonal communication with a service-oriented approach
Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Canva, and shared-file systems
Ability to learn Salesforce, registration platforms, email systems, and web platforms and follow documented procedures

Benefits

Comp & perks

Hybrid work arrangement with an expectation of being in the office about one day per week or more depending on business needs
Professional growth and learning opportunities
Equal-opportunity employment