School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary:

Provide high level administrative support for development officers on the Medicine, Surgery, Clinical Care (MSCC) grateful patient fundraising team to enhance day to day operations by serving as first point of contact for internal and external customers, submitting prospect and donor research and communication requests, 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 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 will report to the Senior Director of Development and may provide administrative support to additional development officers on MSCC team.

Prepare the development officers for meetings and tasks; provide necessary agendas and supporting materials for use in meetings. Schedule meetings, arrange appointments, and confirm meetings and appointments, including notification of all attendees, correspondence and location.

Manage the budgets including monitoring of expenses and work in SAP. Clear all corporate card charges and processing of online expense reports.

Support with departmental and/or divisional direct mail campaigns. Draft correspondence; work with faculty; prepare materials; process, report and acknowledge gifts in collaboration with the Engagement Team.

Draft appropriate support materials for MSCC gift officers’ follow-up. Including, but not limited to, acknowledgement letters, stewardship reports, briefing documents and proposals. Partner with the Stewardship team, as needed.

Entering and pulling data into and from the DADD and Salesforce databases in a timely fashion, as requested. Including, but not limited to entering moves, logging a call, and pulling lists of donors/ prospects for events and mailings.

Serve as a 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.

Order supplies and materials as needed.

Other related duties as assigned

Department Preferences/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.

The above statements describe the general nature and level of work being performed by individuals assigned to this intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Minimum Qualifications

Education

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

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.