STAFF ASSISTANT

Duke University, United States

Updated: 20 days ago
Location: Durham, NORTH CAROLINA

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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.


OCCUPATIONAL SUMMARY:

Provide high-level administrative support to the Assistant Vice President (AVP), Individual Giving and the Assistant Vice President, Transformational and Leadership Giving 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 AVP(s), and when appropriate, implement solutions.  Work independently to manage projects as assigned by the AVP(s). Provide administrative management and coordination for the functions reporting to AVP(s).  Provide administrative support to executive team members who report to the AVP(s) as needed. Maintain confidential files and information, demonstrating sound judgment when dealing with leadership, personnel, donor information and sensitive issues concerning prospects and donors.

Duke Health Development and Alumni Affairs is committed to fostering an environment that promotes a sense of belonging and creating a space where all members of the community are celebrated for their unique perspectives. The values of diversity, inclusion, equity, and belonging are integral to our organization. We are a community built on collaboration, innovation, creativity, and openness, and we strive to ensure that all DHDAA staff are given the tools and support to be successful in their roles. At DHDAA our goal is for all members of our community to feel safe and welcome, for the contributions of all individuals to be respected, and for all voices to be heard. All members of the DHDAA community are committed to and responsible for upholding these values.

WORK PERFORMED:

Administrative – 75%

Provide high-level support to the AVP, Individual Giving, and the AVP, Transformation and Leadership Giving on a wide range of assignments associated with complex projects, including issues of a highly confidential and sensitive nature. Exercise judgment and independent initiative in bringing information or issues to the attention of the AVP(s) and follow through on implementation of decisions on behalf of the AVP(s). Serve as chief time management point person for each AVP.  Maintain a global view of upcoming meetings, presentations and appointments.  Manage and provide daily calendar and prepare AVPs for meetings and tasks. Anticipate and block working time for each AVP 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 AVPs.  Arrange and confirm meetings, appointments and events hosted or organized by the AVPs.  Manage scheduling of numerous recurring meetings.  Meet with AVPs regularly to prioritize requests for time and support of on-going projects. Independently research issues as assigned by each AVP and gather all relevant data to assist the AVPs in making informed decisions. Work independently to research and analyze topics as requested by the AVPs. Summarize, present information and recommendations for actions to the AVPs. 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 each AVP 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 each AVP’s signature, direct to appropriate person or handle personally. Keep each AVP informed of important changes affecting policies and procedures. Independently determine which items are to be forwarded to the AVP(s) or redirected to other staff and prepare background information. Manage daily operations of the office of each AVP.

Project Management – 15%

As assigned by each AVP, 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.

Financial – 10%

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.

DEPARTMENTAL PREFERENCES/SKILLS

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. Flexibility in work hours to accommodate some evening and weekend events and occasional general overtime. Computer experience and demonstrated skill in Microsoft Word, Excel and PowerPoint.

Duke Health Development & Alumni Affairs is building a flexible and hybrid workplace. All team members must have access to, maintain a secure home office environment with high-speed internet service, and work collaboratively with others using a variety of technologies and tools. Depending on the type of position and work performed, or as deemed by manager, positions may be required to work in an office located in Durham, NC or a surrounding local area.

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 OF RELEVANT EDUCATION AND/OR EXPERIENCE


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 OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

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 collectivesuccess 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 Universityand 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.


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