Staff Assistant, Gift Planning - Alumni Engagement and Development (AED)

Occupational Summary

 

 

General Administrative Support and Departmental Coordination

Provide direct administrative support to the Assistant Vice President of Gift Planning and three to four Associate Directors of Gift Planning.  Serve as the department’s lead collaborator with the Finance team by clearing expenses and helping to manage the departmental budget. Coordinate meetings, calendars, travel and correspondence in a timely manner according to departmental standards.  Maintain departmental files, reports and correspondence required for reference and efficient operation of the department.  Represent Gift Planning in various meetings such as the Office Committee and Finance Initiators’ Meetings.    Assist with meeting notes as necessary.  Independently compose emails, letters and statements requiring interpretation and application of departmental policies and procedures. 

 

Finance / Budget

• Serve as transactional initiator for designated department
• Participate in required trainings and become proficient in SAP, Duke G/L accounts, SAP journal entries, online check requests, Buy@ Duke, AP check requests, Purchase Orders, SAP account reconciliation, Concur.  Repeat classes as necessary.
• Process invoices / expenses on behalf of department for budgeted projects, programs, events and activities.  Utilize the following to process these transactions:
  • Buy@Duke – Create shopping carts to set up purchase orders
  • Online Check requests – Pay invoices with online check request
  • Concur – Corporate Card Charges – Submit all concur expense reports through the workflow by required deadline (10 days prior to the 15th duke date of each month)
• Perform account reconciliation activities
  • Confirm that all expenses charged to departmental cost center belong to your department and are charged to the correct general ledger
  • This is done by:
    • Reviewing expenses on SAP R/3
    • Creating and processing journal vouchers if expenses need to be corrected
    • Uploading your fiscal year reconciliation packets to Box AED folder
• Perform all these duties for your designated cost center, and cross cover for other cost centers as requested. 
• Serve as a mentor to other AED Transactional Initiators
• Participate in educational retreats and meetings as requested by AED Finance.

Travel and donor meetings

Arrange and schedule appointments and meetings between donors and Gift Planning staff.  Anticipate and prepare materials for donor meetings and related travel, including itineraries, reports, illustrations, confirmation forms, etc.  Coordinate gift planning development travel while staying in budget. Travel arrangements include call lists, flights, rental car reservations and hotel reservations. Facilitate communication about departmental travel efforts. Add gift officer travel to University calendar.  Coordinate travel and registration for conferences.

 

Tracking outreach and recording information into donor databases

Track all donor interaction and plans for future interaction (including prioritization, notes and next steps) in the Engage tool.  Enter Moves and Solicitations in the DADD database. Ensure that records of prospects and donors are accurate for complex planned gifts; collaborate with colleagues as necessary for clarification. Prepare endowment drafts in coordination with the Endowment office; coordinate correspondence and execution of gift documentation including endowment agreements and confirmation forms.  Provide back-up support of other Gift Planning Development Associate in entering new Revocable Planned Gifts into the DADD database.