STAFF ASST

Occupational Summary:

The Stewardship Staff Assistant reports to the Senior Director of Stewardship and provides high level administrative support to the Stewardship team of Duke Health Development and Alumni Affairs (DHDAA). In addition to ongoing tasks, this role will manage and complete special projects in support of the philanthropic goals of Duke Health, maintain confidential files and information, and demonstrate sound judgment when dealing with sensitive issues including donor and prospect records.

Work Performed: 

Position provides administrative support to Senior Director of Stewardship as well as Stewardship team members and Strategic Events team members as needed, to include work without supervision in certain instances.

Stewardship – 60%                  

• This position is a critical team member in the timely and accurate acknowledgment of a variety of gifts to many areas across Duke Health. The variety of acknowledgement support may include, but is not limited to, mailing of postcards for lower level gifts and pledge payments, mailing of leadership acknowledgement letters, emailing letters on behalf of the Senior Director of Stewardship, drafting annual payroll deduction acknowledgements, drafting honor/memorial gift acknowledgements, drafting notifications to family and friends of honor/memorial gifts, and drafting of faculty/staff acknowledgements.  Work must be done in accordance with Standard Operating Procedures for each acknowledgement type and will require a high level of accuracy, adherence to deadlines, and attention to detail. The Stewardship Staff assistant may also be asked to support other types of acknowledgement activity during high giving periods or as back-up to other members of the Stewardship team.
• Support Stewardship team with annual Thank-a-thon event with event logistics, scheduling planning meetings, making donor calls, volunteer management and recognition, and any other tasks required for a successful event.
• File electronic copies of leadership acknowledgement letters and other types of donor correspondence and stewardship materials in the donor’s Central File.
• Create spreadsheets for upload of DADD moves for leadership acknowledgement letters. Manually or batch upload of other types of moves into DADD as needed to record stewardship activities.
• Create and maintain a catalog of donor gratuities available for use across DHDAA. Recommend and order items selected as donor gifts, and occasionally for staff gifts.
• Track gratuities given to donors and prepare spreadsheets for upload of DADD codes. Gratuities coding include names added to donor walls and physical recognition installed.
• Provide administrative support for any donor birthday, special occasion, or holiday card activities, either by mail or electronic delivery.  Order flowers or other types of gifts as needed.
• Monitor shared Donor Relations email inbox on a daily basis and respond to or triage emails as appropriate.

Calendar Support – 20%

• Manage the calendars of the Senior Director of Stewardship, Senior Associate Director of Stewardship, and the Director of Strategic Events according to their individual calendaring preferences, proactively adjusting for schedule conflicts.

• Schedule meetings and appointments for Directors and other members of the teams as requested, which will require interfacing with many leadership offices and providing detailed confirmation of location and attendees in a hybrid work environment.

Special Events – 10%    

The Stewardship Staff Assistant may support the Strategic Events team during heavy event periods.      

• Professionally represent DHDAA with friends, donors, alumni and other guests attending events and programs while staffing special events at registration tables and in other roles.
• Assist with name badges, table tents, place cards, event notebooks, and/or other materials or manage vendors to produce event collateral.

Other Support – 10%

• • • • Process expenses for all Stewardship team members. Work includes assigning appropriate fund code, paying bills, reconciliation of corporate card transactions using online expense reports in Concur, creating and processing travel reports and processing reimbursements.
      • Order supplies and materials for the Stewardship and/or events teams as needed. Keep supplies organized in work room.
      • Ship reports, gifts, and other items to donors as needed as part of stewardship and event strategies.
      • Travel from DHDAA office to the medical center campus to pick up or deliver documents or materials.

Other duties as assigned.

DEPARTMENT PREFERENCES/SKILLS

• 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, particularly mail merge.
• Familiarity with other types of databases.
• 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.
• Experience sending emails from an email marketing platform such as Eloqua is a plus.

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 business 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