Share this Job

STAFF ASST

Req ID:  1950
Date:  Sep 9, 2019
Location: 

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: Provide high level administrative support for the Major Gifts Program to enhance day to day operations by serving as first point of contact for internal and external customers, conducting prospect and donor research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence and scheduling meetings. In addition, this role will manage and complete special projects as assigned by the major gifts team 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: Prepare the major gifts team daily for meetings and tasks; provide necessary agendas and supporting materials for use in meetings; maintain recurring meetings to include notification of all attendees, correspondence and location; process minutes from team and staff meetings. Serve as primary point person for travel reservations; arrange travel and meetings/visits with individuals, prospects and donors; make reservations for air, ground, hotel and donor/prospect meals, functions. Prepare itinerary and distribute as deemed appropriate. Prepare expense reports andother related procedures. Serve as chief time management point person for major gifts team members. Maintain a global view of upcoming meetings, presentationsand appointments. Anticipate and block work time needed for major gifts officers to prepare,manage and delegate projects. Schedule meetings, arrange appointments, and confirm meetings and appointments. Prioritize requests for major gift team member’s time. Generate and analyze reports from donor database. Assist in preparing research and briefings on prospects and donors for faculty and staff across Duke Health and Duke University. Compile required current information from sources such as computer generated confidential profiles, DADD, prospect summaries and individual files. Manage thebudget for the Major Gifts program including monitoring of expenses, work in SAP, and clear all corporate card charges and processing of online expense reports. Manage departmental and/or divisional direct mail campaigns. Draft correspondence; work with faculty; prepare materials; process, report and acknowledge gifts. Collaborate with Director, Annual Giving Services as necessary. Draft appropriate support materials for major gifts follow-up. Including but not limited to thank you letters, stewardship reports and proposals. Enter all activity in DADD in a timely fashion. Act as liaison to internal and external departments, providing support when requested. Work with Duke Health and University colleagues on special events and collaborative projects, such as Medical Alumni Weekend. Coordinate medical visits and tours for major gift prospects in conjunction with the Special Patient Constituency Program. Order supplies and materials as needed. Other related duties as assigned by major giftsstaff. 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 OFRELEVANT EDUCATION AND/OR EXPERIENCE SKILLS SKILLS • Self-starter with excellent organizational skills that demonstrate ability to set priorities, develop work schedule, and meet deadlines while managing multiple projects • Demonstrated ability to work efficiently, effectively, and accurately in a fast paced and complex organization • Ability to multitask while maintaining accuracy and a strong commitment to attention to detail • Excellent written and verbal communication skills that reflect ability to write clearly and without error and speak in a professional and articulate manner • Customer service skills that demonstrate the ability to anticipate, understand, and respond to the needs of both internal and external clients • Strong commitment to team environment with the ability to self-direct and work independently • Ability to identify problems and generate possible solutions • Flexibility to adjust to address pressing needs as they develop • Flexibility in work hours to accommodate some evening and weekend events and occasional general overtime. • Computer experience and proficiency in Microsoft Word and Excel • Experience with Access, PowerPoint and Publisher a plus.

 

Duke University 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.

 


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh