Staff Assistant, Individual Giving

Duke Careers•Durham, NC

5d•$20 - $31•Hybrid

About The Position

Duke University School of Medicine, established in 1930, is a highly-ranked institution committed to interdisciplinary collaboration and the advancement of human health. Duke Health Development & Alumni Affairs (DHDAA) supports a flexible work environment. This specific role is a full-time, hybrid position located in Durham, NC, requiring the employee to be in the office a minimum of 2 days a week. The position serves as a go-to resource for scheduling, coordination, and project support for the Individual Giving team, handling complex and confidential matters with a high degree of administrative support. The role involves analyzing issues, implementing solutions, managing projects independently, and maintaining confidential files. The work arrangement is hybrid, not remote, and requires employees to reside within a 50-mile radius of downtown Durham. Flexible work hours may be approved, but staff may be required to work in the office outside of agreed-upon schedules at the discretion of management. Employees working hybrid or remote schedules must maintain a secure home office environment with high-speed internet.

Requirements

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.
Professional, 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.
Computer experience and demonstrated skill in Microsoft Word, Excel and PowerPoint.

Nice To Haves

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

Responsibilities

Provide high-level administrative support to assigned team members of the Individual Giving team on a wide range of issues, including complex situations of a confidential and sensitive nature.
Analyze complex issues, identify viable options and communicate options to the pertinent individuals; when appropriate, implement solutions.
Work independently to manage projects assigned.
Provide administrative management and coordination for the assigned functions.
Maintain confidential files and information, demonstrating sound judgment when dealing with leadership, personnel, donor information and sensitive issues concerning prospects and donors.
Serve as chief time management point person for each assigned team member.
Maintain a global view of upcoming meetings, presentations and appointments.
Manage and provide daily calendar and prepare assigned team member(s) for meetings and tasks.
Anticipate and block working time for each person as needed, and assist with preparation of materials, ongoing organization and tracking of project information, and readiness for meetings and presentations.
Manage and delegate projects on behalf of the assigned team member(s).
Arrange and confirm meetings, appointments and events hosted or organized by assigned team member(s).
Manage scheduling of numerous recurring meetings.
Meet with assigned team member(s) regularly to prioritize requests for time and support of on-going projects.
Independently research issues assigned and gather all relevant data to assist the team member(s) in making informed decisions.
Work independently to research and analyze topics as requested by the assigned team member(s).
Summarize, present information and recommendations for actions to the appropriate individual(s).
Coordinate and logistically support activities including meetings, dinners, special events and retreats.
Prepare all meeting materials for pre-mailings, presentations, and attend meetings and take minutes as needed.
Enter moves and other pertinent gift cycle/donor progress information into DADD.
Proficiently use Salesforce, DADD and other databases.
Coordinate all travel for assigned team member(s) including reservations for air travel, car rental, hotel and conference registrations.
Complete appropriate paperwork/online requests and reconciliation, ensuring compliance with Duke Health Development procedures and Duke University travel policies and procedures as needed.
Review and evaluate incoming correspondence, documents, and publications.
Draft replies for assigned team member(s) signature, direct to appropriate person or handle personally.
Keep each person informed of important changes affecting policies and procedures.
Independently determine which items are to be forwarded to the team member(s) assigned or redirected to other staff and prepare background information.
Draft appropriate support materials for team members’ follow-up, including, but not limited to, meeting agendas, acknowledgment letters, stewardship reports, briefing documents and proposals.
Partner with the Stewardship team, as needed.
Manage daily operations of the assigned team member(s) office.
As assigned, undertake unique, sensitive and confidential projects which are not appropriate for assignment to other individuals. These short- and long-term projects include but are not limited to analysis, review, writing, research, documentation, and confidential information regarding prospects and donors.
Work with the Director of Finance to ensure proper submission of receipts and information necessary for clearing corporate card charges and online expense reports for the assigned staff.
Other related duties as assigned.