Staff Assistant, Duke Cancer Institute Development

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 Duke Cancer Institute (DCI) Development team members on a wide range of issues, including complex situations of a confidential and sensitive nature.  Analyze complex issues, identify viable options and communicate options and when appropriate, implement solutions.  Work independently to manage assigned projects. Provide administrative management and coordination for the functions reporting to AVP.  Provide administrative support to executive team members who report to the AVP. Maintain confidential files and information, demonstrating sound judgment when dealing with leadership, personnel, donor information and sensitive issues concerning prospects and donors.

WORK PERFORMED

Administrative – 60%

• Provide high-level support to the Duke Cancer Institute Development team members 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 and follow through on implementation of decisions on behalf of the AVP.
• Serve as chief time management point person for AVP, major gift officers and other team members as needed.  Maintain a global view of upcoming meetings, presentations and appointments.  Manage calendars and prepare AVP and major gift officers for meetings and tasks.
• Anticipate and block working time and assist with preparation of materials, ongoing organization and tracking of project information, and readiness for meetings and presentations.
• Manage and delegate projects.  Arrange and confirm meetings, appointments and events hosted or organized by the AVP, major gift officers and other team leaders.  Manage scheduling of numerous recurring meetings.  Meet with AVP regularly to prioritize requests for time and support for on-going projects.
• Independently research issues as assigned and gather all relevant data to assist in making informed decisions. Work independently to research and analyze topics as requested. Summarize, present information and recommend actions. 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 travel 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 the AVP’s signature, direct to appropriate person or handle personally. Keep the team informed of important changes affecting policies and procedures. Independently determine which items are to be forwarded to the AVP or redirected to other staff and prepare background information.
• Manage daily operations of the office of the AVP.
• Collaborate with and provide cross coverage as appropriate with Duke Children’s Development Associates.