Administrative Associate to the Senior Associate Vice President

Work Arrangement:

Requisition Number: 243376

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: MEDICAL CENTER

Date: Apr 19, 2024

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary:

Responsible for completing special projects and initiatives for the Senior Associate Vice President, DHDAA; including but not limited to, streamlining processes to record fundraiser activity in DHDAA’s multiple systems, developing projects to focus on data hygiene and consistency, assist in planning, developing, implementing of key business practices and protocols.

Work Performed:

Administrative Management (60%)

Develops strategies for the Senior Associate Vice President to keep track of team and fundraiser activity. Including, partnering with the DHDAA Prospect Development team to create reports based on the Senior Associate Vice President’s reporting needs. Creates and updates documentation that reflects both quantitative and qualitative data on team activity.

As a representative of the Senior Associate Vice President’s team, serve as one of the subject matter experts for the DHDAA metric program; which includes, presenting on elements of the metric program, providing guidance on appropriate methods for capturing metric-related activity, and participating in discussions regarding updates to metric guidelines.

Assists the Senior Associate Vice President in developing a timeline and plan for setting DHDAA philanthropic and activity-based goals. Is responsible for ensuring that key deadlines are met as part of the goal-setting process.

In coordination with DHDAA staff, represents the needs and perspectives of DHDAA fundraisers and their staff in meetings with DHDAA operations partners and with University Development colleagues.

Represent the Senior Associate Vice President, as it relates to the preparation for and meeting management for DHDAA gift officers’ bi-annual prospect review meetings.

Support the development and maintenance of the Senior Associate Vice President’s portfolio. This may include, requesting research, entering contact reports and solicitations, and submitting team requests through DADD.

Performs a variety of administrative tasks for the Senior Associate Vice President including, but not limited to, drafting correspondence, attending meetings on his/her behalf, suggesting and preparing content for regularly scheduled meetings, and keeping track of any follow-up. Addresses miscellaneous administrative needs as they arise.

Tracks referrals and program requests from Duke Alumni Association and University Development to DHDAA and assists in managing responses.

Project Management (35%)

Designs and implements special projects for the Senior Associate Vice President, DHDAA; including, ownership over partnering with the School of Medicine and Duke University Health System finance offices to track and record philanthropy and creating and managing a streamlined process for gift approval in coordination with the Duke Office of Scientific Integrity.

Drafts standard operating procedures that document procedural steps for key processes within the office. Creates and standardizes workflows aimed at increasing efficiency in work distribution and project management for DHDAA fundraisers and teams.

Create and manage a comprehensive onboarding plan for gift officers, gift officer staff support, and additional Philanthropy and Engagement Programs team members and assists in the execution of that plan.

Other (5%)

Provides broad support of fundraisers; which includes, technical support to fundraisers and their teams, no matter unit affiliation. This includes research needs, business processes, navigating systems, financial reporting.

EDUCATION/TRAINING

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

EXPERIENCE

Minimum of 5 years of experience required, preferably in a highly complex, matrixed organization such as a university or an academic medical center.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

DEPARTMENT PREFERENCES/SKILLS

Must be organized and detail oriented and have demonstrated ability to use software applications, databases, and networked information systems.

Demonstrated knowledge of the fundamentals of fundraising/advancement.

Demonstrated project management skills.

Excellent written and verbal communication skills and the ability to communicate effectively with a diverse group of individuals in a diplomatic and professional manner.

Ability to be flexible in working independently as well as collaboratively with Development management and others to achieve defined goals.

Possess the traits of good judgement and discretion in communicating with colleagues and constituents.

Demonstrated initiative to organize and follow through with complex tasks to meet deadlines.

An authentic appreciation for the importance of higher education and research conducted at a top-ranked university.

Demonstrated ability to thrive and succeed in a culture that is results-oriented and fast paced, where the team is proactive and focused on consistently advancing prospects toward closing gifts.

Consensus building skills, collegiality and the agility necessary to build relationships across multiple constituencies.

Resourcefulness in analyzing situations, finding and recommending appropriate solutions to problems and initiative in presenting alternatives and implementing solutions.

Ability to prioritize.

Minimum Qualifications

Education

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

Experience

Minimum of 5 years of management experience required, preferably in a highly complex, matrixed organization such as an academic medical center, medical school teaching hospital or research university.

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 essential job 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.