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

Occupational Summary

Perform administrative, organizational, and administrative duties of a complex and confidential nature in support of departmental or divisional activities to maintain efficiency. Position provides support to the AVP for Major Gifts Programs and reports to the Director of Administration & Operations for Major Gifts.

 

Essential Job Functions

Managing Sr. AVP’s Complex Calendar

• Maintain complex calendar, working with leadership teams across the university to schedule meetings.
• Proactively initiate regular meeting schedules with Sr. AVP, internal staff members, direct reports, other leaders in Alumni Engagement and Development (AED), and external groups or individuals. Manage and protect Sr. 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 Project 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.
• Develop and/or maintain an information management system on-line, be able to retrieve documents and information about donors, projects, initiatives, performance analyses, benchmarking data.
• Update lists and documents contained in Duke Box or other data management systems 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 lists for various purposes such as data on donors from schools and units related to 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 Sr. AVP as needed.
• Attend meetings as necessary.

Donor Contact and Travel Arrangements

• Interact and communicate with 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 Sr. AVP’s meetings with donors, both on and off campus. Access DADD, Enquire and other programs and resources as needed to obtain information and prepare meeting materials. Generate reports, review giving details and prepare proposals in preparation for Sr. 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.
• Prepare and reconcile travel expenses and reimbursements.
• Coordinate trip preparation and travel arrangements, including establishing the itinerary, making flight and hotel arrangements. Anticipate and identify appropriate supporting documentation and briefing materials such as research materials and historical gift, biographic and prospect information.
• Interact and communicate with 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.