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Perform administrative, organizational and administrative duties of a complex and confidential nature in support of departmental or divisional activities to maintain efficiency. Position reports to the Assistant Vice President of Major Gifts Programs.
Essential Job Functions
Managing AVP’s Complex Calendar
- Maintain complex calendar, working with leadership teams across the university to schedule meetings.
- Proactively initiate regular meeting schedules with AVP, internal staff members, direct reports, other leaders in University Development, and external groups or individuals.
- Manage and protect AVP’s time, ensuring sufficient time for project development, travel, and other duties.
- Transmit instructions and/or information to and from staff members.
- Serve as liaison with internal and external agencies; make proper referrals as necessary.
SPECIAL PROJECTS ASSISTANCE
- Prepare and edit reports, meeting minutes, donor lists and other spreadsheets of pertinent data, and other documents related to specific programs that fall within the AVP’s oversight.
- Compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data.
- Assist Director of Operations with fiscal year reporting.
- Develop and maintain an information management system on-line, be able to retrieve documents and information about donors, projects, initiatives, performance analyses, benchmarking data and myriad other areas.
- Update lists and documents contained in SharePoint, Duke Box and related tools to store and share materials.
- Answer questions from colleagues’ university- wide regarding documents, upcoming meetings, agenda items on behalf of the AVP and/or in the AVP’s absence.
- Create, edit and maintain task force lists, data on donors from schools and units related to these special and interdisciplinary projects and programs.
- Independently reach out to colleagues in other schools and units to obtain or share information, ensuring data is correct.
- Draft confidential email, correspondence, reports and memos for the AVP as needed.
- Attend meetings as necessary,
DONOR CONTACT AND TRAVEL
- Interact and communicate with senior donors via email, telephone, or in person to schedule meetings, share information, respond to requests and other tasks.
- Monitor and edit call lists, watch lists, and update ongoing database of possible donors and prospects.
- Handle logistics of the AVP’s meetings with donors, both on and off campus. Access DADD, SharePoint and other resources as needed to obtain background information and prepare meeting materials.
- Generate reports, review giving details and prepare proposals in preparation for AVP’s meetings with donors.
- Coordinate schedules with offices of Vice President of Development, Deans and other staff to arrange meetings with donors ensuring details and logistics are complete and accurate.
- Arrange all travel preparations, researching best fares and rates, keeping in line with budget guidelines.
- Process contact reports and receipts after trips are complete.
MEETING PLANNING AND PREPARATION
- Schedule, plan and coordinate meetings, proactively and independently anticipate the AVP’s needs for meetings,
- Maintain tracking system for regularly occurring meetings.
- Compile emails, documents and other information to prepare agendas, prepare materials, power point presentations, and other documents for meetings and proactively distribute such materials prior to meetings if necessary.
- Secure meeting locations, contact vendors for necessary catering orders, schedule delivery, and ensure technical needs are met for meetings. Prepare necessary documents for supervisor's use in meetings; may attend meetings to take minutes or provide information as requested.
- Advise or direct clerical personnel in the department; make work assignments and review work for accuracy and completeness.
General Administrative Duties
- Provide answers to questions concerning departmental or divisional activities.
- Assist in the ordering and maintaining supplies for Major Gifts Programs.
- Screen and route mail and documents; respond or bring them to the AVP's attention, based on content of communication and knowledge of departmental programs and activities.
- Review reports received for the AVP check and compare with source documents and bring significant items, changes, errors or omissions to the AVP’s attention.
- Prepare letters and statements, a portion or all of which may be composed or compiled on the basis of personal knowledge of subject matter.
- Produce letters, reports and records that are grammatically accurate and conform to established procedures and factual correctness.
Required Behavioral Competencies
- Attention to Detail: Accurately maintains schedules or calendars to monitor details for more complex assignments or projects. Regularly follows up with others to ensure information is complete. Work requires no review.
- Collaborating with Others: Determines people who are critical to accomplishing results, and brings them together to problem solve or share workload. Listens actively to others to gain clarification and build agreements. Identifies key stakeholders within and across functional areas and establishes relationships with them. Facilitates involvement and effective work among a group of people.
- Planning, Prioritizing and Multitasking: Identifies and categorizes assigned tasks based on level of importance and urgency with little supervision.
- Initiative: Goes above and beyond job requirements. Acts and works independently without prompting. Takes time to brainstorm and research solutions to problems. Willing to help others as needed.
- Listening: Attentive to the speaker's message. Attentive to verbal and non-verbal cues that lead to deeper understanding. Asks questions which clarify speaker's message.
- Organizational Awareness: Knows who the decision-makers and opinion leaders are. Looks beyond formal authority to identify who ultimately must be consulted, advised, or asked for an action to occur.
- Provides Excellent Customer Service: Received customer feedback and responds positively, reviewing own performance. Understand customer needs and provides customer satisfaction. Is able to give timely advice in response to enquires from customers. Treats customers courteously.
- Proficiency in Microsoft Office Programs: Calendar, Excel, Word, PowerPoint
- Superb attention to detail.
- Demonstrated ability to handle multiple tasks simultaneously and deadlines.
- Demonstrated ability to work autonomously and as a member of a team.
- Demonstrated high level of initiative and motivation.
- Outstanding communication skills, tact, and diplomacy.
- Demonstrated ability to handle sensitive and confidential information and issues on a daily basis.
- Must be able to communicate professionally and confidently with a wide variety of constituents, Duke University administrators, university donors, fundraising leadership, and university colleagues.
Required Qualifications at this level
- 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 two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities.
- Additional preferred experience to include business writing skills, tact and professionalism in written and verbal communications at all times, ability to shift priorities and meet deadlines independently.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Please send cover letter and resume to email@example.com.
Please put “Development Associate Major Gifts” in the subject line.
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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.