STAFF ASSISTANT, OFFICE OF ENGINEERING DEVELOPMENT & ALUMNI AFFAIRS - Military Veterans

at Duke University and Duke University Health System

Durham, North Carolina

Duke University:

 

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

 

Occupational Summary

This position will provide an advanced level of direct administrative support to three Development Directors in the Pratt School of Engineering. This position will handle administrative duties, which include but are not limited to, arranging meetings, travel and events, recording gifts and pledges, drafting high level correspondence and briefings, conducting research, as well as providing technical and logistical support to the directors.  This position will also work cooperatively with other Development Associates within the Office of Engineering Development and Alumni Affairs. 

 

Work Performed

 

Reporting

  • Draft a wide variety of written materials including detailed individual prospect briefings, letters and internal and external correspondence. Gather information from faculty, administrators, academic units, and other colleagues to support the development of gift proposals.
  • Develop the criteria, initiate the requests and follow up on reports required by the Directors. Verify the data and proof financial and fundraising reports after receipt. Research and investigate gift commitments using office files and the database and prepare reports.
  • Assist in the tracking of major gift proposals, endowment agreements and contact reports. Use the moves management database to enter moves and solicitations and check the accuracy of reports consisting of moves management data.
  • Work with development team members to develop and implement stewardship techniques and tools. Supplement the standard endowment reporting with information about Pratt to help donors understand the impact of their gifts.
  • Compile and manage itineraries for Directors travel as well as on campus visits for alumni, parents and friends

 

Travel and Events

  • Coordinate Directors’ trip preparation and travel arrangements, including providing suggestions on prospect visits, establishing the itinerary, making flight and hotel arrangements, and preparing the travel binder. Anticipate and identify appropriate supporting documentation and briefing materials for the Directors’ such as research materials and historical gift, biographic and prospect information.
  • Participate in the planning and execution of select events for cultivation, solicitation and/or stewardship purposes. Compile and maintain lists for major gifts events or meetings. Serve as liaison to University Development special events office to oversee implementation of meetings and events.
  • Attend weekend and evening events as needed.

 

Administrative

  • Contact Duke Alumni, parents and friends to request and schedule Directors’ appointments. Respond to inquiries from donors, especially in the Directors’ absence.
  • Screen and prioritize mail and documents to determine which items to respond to independently or which to bring to director's attention based on content of communication and knowledge of office activities.
  • Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office.
  • Maintain Directors calendars including scheduling internal /external meetings, alerting the Director to important dates. Prepare and/or provide necessary documents for Director’s use in meetings. Attend meetings as requested to take minutes.
  • Staff and support front desk for academic deans and development team
  • Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

 

Desired Qualifications /Skills

  • Well-developed project management skills, computer literacy including mail merge and printing, and communication skills as well as an understanding of the process of fundraising.
  • Communicate professionally and confidently with a wide variety of constituents, including university administrators, major donors to the University, fundraising leadership and colleagues.
  • Excellent attention to detail.
  • Ability to multi-task, to work independently, and to organize his/her workload to meet the needs of the Development Directors in a fast-paced and rapidly changing work environment.
  • Handle sensitive and confidential information and issues on a daily basis.
  • Perform ad-hoc assignments and meet accompanying deadlines.

 

MINIMUM QUALIFICATIONS

 

Education & Training

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related busi ness field.

 

Experience

Work generally requires four years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

 

 

 

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

 

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

 

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

 

Durham, North Carolina

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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