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Duke University Development
Durham, North Carolina

Category: Executive officer
Field of Interest: Arts & culture

Job Description:

This position provides direct administrative support to the Senior Assistant Vice President of Principal Gifts, to the principal gifts team members (director and assistant director), and to the director of the Women’s Impact Network (WIN).  This position handles administrative duties, which include but are not limited to, arranging meetings and travel, drafting high level correspondence, partnering with the research team, as well as providing technical and logistical support.  This position is responsible for coordinating most aspects of the University President’s travel related to development efforts.   This position also works cooperatively with other development departments across the university. This position reports directly to the Senior Assistant VP of Principal Gifts, and interfaces regularly with key staff in the President’s and Vice President for Development’s Offices.  

Work Performed

Travel and Meetings  

  • In support of the president’s development activity, maintain a log of all presidential development appointments and activity, making the log available to development colleagues across the university.
  • Coordinate presidential development travel and appointments, working closely with the director. Travel arrangements include: establishing the itinerary, making hotel arrangements, preparing the travel binder, working with research to secure briefings and conveying deadlines.

  • Coordinate logistics of visits to the university’s highest level of donors while working with other staff across campus.

  • Coordinate principal gifts development trips, anticipating and identifying appropriate supporting documentation and briefing materials for Sr. AVP such as research materials and historical gift, biographical and prospect information, as well as all travel arrangements and appointments.

  • Support the travel and meeting activity for the director of WIN.

  • Participate in the planning of select events for cultivation, solicitation and/or stewardship purposes. Serve as liaison to University Development special events office for meetings and events.

  • Assist the director of WIN with planning for and organizing WIN regional events and Leadership Council meetings; attend meetings as administrative support as needed.

    Administrative  

  • Maintain calendars for Sr. AVP and director of WIN including scheduling internal/external meetings and alert to important dates. Prepare and/or provide necessary documents for their use in meetings. Attend meetings as requested to take minutes or assist in completing projects.

  • Track and enter moves in donor database for Sr. AVP and director of WIN.

  • Support the director of WIN in efforts and activity related to the initiative, including, but not limited to, support and management of volunteers, creation of giving circles, program and project management, and communicating with development colleagues.

  • Maintain, review and reconcile departmental budgetary records, prepare budgetary projections and recommendations based on instructions and established procedure.Coordinate travel reimbursement for Sr. AVP and departmental staff.

  • Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office.

  • Occasionally update other staff assistants on how to support the development work of the president, especially as it relates to major gifts officers traveling with the president.

  • Track and report changes in WIN membership and coordinate the welcome communications with new WIN members.

    Special Projects

  • Support departmental efforts on special projects as needed.Work involved may include tasks such writing agendas for meetings/committees, attending meetings, drafting work plans, composing presentations, participating in research, and tracking progress toward action items.

  • Support the planning and implementation of ongoing Family Philanthropy programs, working closely with the Sr. AVP, Senior Development Counsel, and assigned special events staff.

  • Other duties as assigned by the senior assistant vice president or director of WIN.

    Computer Skills

    MSWord, Excel and PowerPoint proficient, experience with database systems

    Qualifications

  • Requires an individual with well-developed organizational, project management, computer literacy, and communication skills as well as an understanding of the process of fundraising.

  • Must be able to communicate professionally and confidently with a wide variety of constituents, including university administrators, major donors to the University, fundraising leadership and colleagues.

  • Must be able to handle many varied tasks and organize his/her workload to meet the needs of the supervisor and others supported.

  • Handle sensitive and confidential information and issues on a daily basis with complete discretion.

  • Handle ad-hoc assignments and accompanying deadlines.

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.  College degree preferred.   


Experience:

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.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE