Staff Assistant, Major & Leadership Gifts , Duke Alumni Engagement and Development (AED).

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Staff Assistant</sp an>

Major & amp; Leadership Gifts

Duke Alumni Engagement and Development (AED)</ strong>

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Occupational Summary</span >

 

This position will p rovide advanced level of direct administrative support to two to three R egional Development Directors.  This position will handle administrative duties, which include but are not limited to, arranging meetings, trave l, and events, recording gifts and pledges accurately, drafting high-lev el correspondence and briefings, conducting research, aswell as providi ngtechnical and logistical support to the directors.  This position wil l also work cooperatively with other Development Assistants, the Directo r and Assistant Director for Administration and Operations and Regional Development Directors (RDD) within the Office of Major & Leadership Gifts.

 

< strong>Essential Job Functions

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Travel and Event s

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• Coordinate RDD’strip preparation and t ravel arrangements, including providing suggestions on prospect vis its, establishing the itinerary, making flight and hotel arrangemen ts, and preparing the travel binder. Anticipate and identify approp riate supporting documentation and briefing materials for the RDDs such as research materials and historical gift, biographic and pros pectinformation.
• Prepare and reconcil e travel expenses and reimbursements for each RDD supported. </span >
• Contact Duke Alumni, parents, and friends t o request and schedule RDD appointments. Respond to inquiries from donors, especially in the RDD’s absence.
Participate in the planning of select eventsfor cultivation, solicitation and/or stewardship purposes. Compile and maintain lists for major gifts events or meetings. Serve as liaison to University Development special events office to oversee implementation of meet ings and events.

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Reporting

 

• Draft a wide variety of written materials including detailed indi vidual prospect briefings, letters, and internal and external corre spondence.  Gather information from faculty, administrators, academ ic units, and other colleagues to support thedevelopment of gift p roposals.
• Develop the criteria, initia te the requests, and follow up on reports required by the RDDs. Ver ify the data and proof financial and fundraising reports after rece ipt.
• Research and investigate gift com mitments using office files and the database and prepare reports.</ span>
• Assist in the tracking of major gift pr oposals, endowment agreements and contact reports. Use the moves ma nagement database to enter moves and solicitations and check the ac curacy of reports consisting of moves managementdata.

 

 

Administrative </str ong>

 

• Screen and prioritize mail, email, and documents to determ ine which items to respond to independently or which to bring to di rector's attention based on content of communication and knowledge of office activities.
• Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office.< /span>
• Maintain RDD calendars including scheduling interna l /external meetings,alerting RDD to important dates. Prepare and/ or provide necessary documents for RDD’s use in meetings. Attend me etings as requested to take minutes.

 

Training</span >