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Req ID:  11559
Date:  Oct 23, 2019

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.


Job Code: 0476                                                          Revised Date:  January 2016

Level:  09                                                                   FLSA:  Nonexempt

Job Family:  06, Office Support - Secretarial           


Occupational Summary:


Provide administrative assistance in support of the activities of the major gifts team of the Duke Cancer Institute as part of Duke Health Development and Alumni Affairs.  Prioritize work of three gift officers, exercising judgment and independence in an effective and efficient manner.  Provide administrative assistance through project coordination, prospect and donor research, support for all DADD entries and other reporting requests, preparation of materials for physician and prospect meetings, maintaining calendars, coordinating travel logistics and itineraries and processing expenses.


Work Performed:

Support Duke Cancer Institute development major gifts team members in all gift activity including: donor interactions, regular meetings with physicians, travel logistics and itineraries and documentation of all work in various databases and spreadsheets.


Major Gifts Support -50%

  • Manage upcoming physician meetings for each gift officer.  Coordinate with Friends of Duke Health to obtain list of confidential referrals, prepare agendas and organize materials.  Track physician activity on separate spreadsheets and in DADD.


  • Prepare formal call reports for distribution to key leaders and DCI development team.  Capture and create DADD entries.  Work with gift officers to monitor follow up and next steps in a timely manner by stated deadlines.


  • Maintain up-to-date portfolio for each gift officer, adjusting and balancing activities in DADD and Enquire data bases to reflect evolving strategies.


  • Stay abreast of DADD entry and Tableau techniques through various trainings and study halls, recommending efficiencies and new techniques to gift officers.  Create and update all reports for weekly meetings.


  • Identify, recommend and maintain tools and templates to aid in tracking and project management, contributing to overall efficiency and effectiveness of the gift officer team and fundraising results.


Travel Logistics and Itineraries - 20%

  • Serve as primary point person for travel reservations; guide preparation of itineraries by helping to map out flow of various appointments including travel time between meetings.  Research lowest possible fares and recommend most efficient travel options.  Make restaurant reservations and arrange for meeting spaces as needed. Confirm meetings 48 hours prior to departure.


  • Compile required information for gift officers in preparation of visits.  Assemble URR, confidential donor profiles and other key articles or findings from web searches.


  • Meet with gift officers after trip to identify follow up steps, capture DADD entries, generate call reports and process expenses.

Calendar Support – 15%

  • Accurately manage calendars for three Major Gift Officers. Schedule meetings and appointments as requested.  Interface with support staff for senior leadership in a professional manner.


  • Support major gifts by preparing daily folders containing calendar and back up materials.


  • Maintain ticklers and filing system to keep needed materials accessible.


  • Input travel information and upcoming events into the on-line calendar.


Other Support – 15%

  • Participate fully as member of the DCI development team, providing critical information at stand up meetings, attending staff meetings and serving as central point of contact in the office when gift officers are in offsite meetings or traveling.


  • Provide support for outreach events and volunteer activities, including but not limited to: preparation of materials (nametags, PowerPoint presentations, tent cards) compiling detailed research on attendees, attending the event and/or other duties as assigned.



  • Order and maintain office supplies for gift officers.


  • Maintain electronic and DCI hard copy files for individual prospects, corporations, foundations and other donor entities. 


  • Provide final copies of briefings to research team.


  • Collect all receipts and forward for processing in a timely manner.


  • Other duties as assigned.






Self-starter with excellent organizational skills and attention to detail.


Proven communication skills, both verbal and written.


Demonstrated ability to multitask and maintain accuracy.


Computer experience and proficiency in Microsoft Word and Excel.


Demonstrated ability to function as a team player.


Demonstrated ability to work effectively in a complex organization.


Flexibility to adjust to pressing needs as they develop.


Flexibility in work hours to accommodate some evening and weekend events and occasional general overtime. 


Outgoing personality – comfortable interfacing with VIPs.




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 business field.




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.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh