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Requisition Number::  182295
Date:  May 13, 2022

Durham, NC, US, 27710

Personnel Area:  MEDICAL CENTER

School of Medicine:


Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.


Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.


Occupational Summary:

The Stewardship Coordinator reports directly to the Associate Director of Stewardship and assists in the planning, development, coordination, and execution of stewardship activities for major, annual and planned giving donors of Duke Health, with a focus on donors to Duke Children’s and Duke Cancer Institute. This position primarily implements the dean and executive vice president acknowledgement letters, manages donor displays and other physical recognition for select Duke Health locations, and supports philanthropic impact through a variety of channels.  The Stewardship Coordinator will manage data from Duke’s Development and Alumni Donor Database (DADD) ensuring that donor acknowledgments and stewardship initiatives are thanked in a way that fully demonstrates gratitude, communicates the impact of donors' investment, and recognizes the donor’s relationship with Duke.


Work Performed: 


Acknowledgement Letters & Written Communications - 40%


Compose highly customized acknowledgement letters, incorporating the varied styles and voices of DHDAA leadership including School Deans and Executive leadership, and the Chair of the SOM Board of Visitors.

Manage weekly acknowledgement letter process through letter writing, signature collection, data collection, and distribution.

Research gift details, ‘moves’, donor relationships and partner with Duke Health Development Officers to gather pertinent points to include in the acknowledgement letters.

Interface directly with the appropriate leadership offices to ensure proper reviews and signatures of acknowledgement letters.

As needed, prepare condolence letters from leadership.

Act as backup to analyze weekly acknowledgement data reports to determine which gifts and commitments to Duke Health require acknowledgement from leadership.

Prepare custom acknowledgment letters to members of the School of Medicine Board of Visitors from the Chair of the Board of Visitors.



Strategic Stewardship Projects – 30%


Work with the Associate Director of Stewardship to plan, develop, and coordinate a standardized stewardship and donor recognition program for leadership and major gift levels of giving, as well as types of gifts, i.e.  first-time gifts, consecutive donors, recognition societies, etc.

  • Projects will include, but not be limited to, custom video messages, progress reports, acknowledgement letters, donor walls and recognition, special events and other communications.
  • Support the annual Duke Health Thank-a-thon event logistics. 
  • Work with the SOM Communications team to develop a concept and produce the annual DHDAA holiday card, includes design consult, managing card recipient data, distribution, and documentation in DADD. 
  • Coordinate with special events and communications colleagues in the planning of recognition activities, including composition of event materials, publicity, and event logistics.
  • Coordinate the production of customized donor recognition pieces as needed, such as photo books, framed resolutions, or gifts. 
  • Manage special donor stewardship communication projects, follow-up event communications, and special requests of Duke Health or Duke Health Development and Alumni Affairs leadership.
  • Work with Development and Alumni Affairs staff to execute special events as requested, such as small donor recognition events; Endowment or Campaign events, or others.


Donor Recognition Management – 30%


Manage and maintain physical recognition for established named spaces, and recognition displays with a focus in Duke Cancer Center, Children’s Health Center, and the School of Nursing, through relationships with vendors, accurate data retrieval, tracking of cumulative donor giving and appropriate permission from donors.

Work with the Associate Director of Stewardship to maintain photographic and descriptive documentation of donor signage and named spaces in Smartsheet and Legacy Tracker, our database of donor signage.

Maintain accurate location, photographs, and descriptions of physical recognition.

Work with the Associate Director of Stewardship to maintain an accurate annual inventory of naming opportunities and other physical donor recognition pieces throughout the Medical Center.

Manage multiple, complex annual donor wall updates through accurate data retrieval, donor permission and proper name formatting, and vendor management.

As needed, assist the Associate Director of Stewardship on new building projects, recognition societies or other stewardship initiatives.


Other duties as assigned 











The Stewardship Coordinator's work ultimately impacts donors at every level. Thus, a strong sense of responsibility, integrity, thoroughness, attention to detail, and timeliness are critical. Due to the level of confidential information handled, this position requires careful judgment and discretion, particularly when dealing with donors or leadership.



Three preferred) of experience in an academic or fundraising environment with emphasis on donor relations, annual giving, or other applicable areas.

Working knowledge of Smartsheet, Microsoft Access, Duke’s Development and Alumni Donor Database (DADD) or similar donor CRM preferred.

Working knowledge of InDesign and email marketing programs preferred. 

Must be comfortable and professional when interacting with high-level university officials and donors.

Proven excellence in verbal, written, analytical, and research skills.  (writing examples will be requested upon interviewing)

Demonstrate effective organizational skills, attention to detail, and the ability to work unsupervised.

Ability to think strategically, and troubleshoot when necessary.

Strong project management and problem solving skills, detail-oriented and highly organized; ability to prioritize and juggle many tasks simultaneously.

Knowledge of fundraising, special events and print production helpful. 

Excellent computer skills, including advanced knowledge, including experience manipulating large amounts of data, in Microsoft Excel is required.

Some weekend/evening work required





Duke Health Development & Alumni Affairs is building a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. Depending on the type of position and work performed, or as deemed by manager, some positions may be required to work intermittently in an office located in Durham, NC.



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



Minimum Qualifications




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




Work requires ability to design, plan and coordinate fund raising activities and special events generally acquired through twoyears of project coordination experience. 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.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh