Staff Assistant, to the Assistant Vice President for School of Medicine Development & Alumni Affairs

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), School of Medicine (SOM) Development and Alumni Affairs. Additionally, the Staff Assistant supports the broader School of Medicine team. This includes managing schedules, coordinating travel, preparing for meetings, assisting with special projects, and processing expenses. The Staff Assistant must be proactive, organized, detail-oriented, and demonstrate sound judgment when dealing with leadership, personnel, and external constituents. 

 

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 – 60%

 

• Provide high-level support to the AVP, School of Medicine, 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.
• Manage the AVP’s calendar, ensuring effective time management and preparation for meetings, events, and travel. Schedule appointments and meetings, prioritizing urgent matters and adjusting schedules as needed.
• Assist with calendars and scheduling for SOM team leaders.
• Coordinate logistics for meetings and events, including preparing agendas, ensuring required materials are distributed in advance, setting up meeting spaces, and taking minutes.
• Assist with preparation of materials, ongoing organization and tracking of project information, and readiness for meetings and presentations.
• Enter moves and other pertinent gift cycle/donor progress information into DADD.  Proficiently use DADD and other databases.
• Coordinate travel for AVP and gift officers including reservations for air travel, car rental, hotel and conference registrations. Arrange meetings and visits, prepare confidential meeting prep. Follow Duke Health Development and Alumni Affairs travel and expense policies and procedures.
• Print, copy, and scan files as needed and ensure electronic files are kept orderly and in accordance with team and office standards. 
• Prepare and send communications from our office to alumni, donors, and volunteers, including condolence letters and class notifications. 
• Ensure that office supplies are ordered and organized and that the SOM work area is maintained in an orderly and professional manner.
• Monitor SOM in-box and mailbox, forwarding messages to team members as needed and requesting updates to database.