Staff Assistant Major Gifts Programs, Duke Alumni Engagement & Development

Staff Assistant

Major Gifts Programs

Duke Alumni Engagement and Development (AED)

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Occupational Summary

 

This position will provide advan ced level of direct administrative support to two to three Regional Majo r Gift 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 leve l correspondence and briefings, conducting research, as well as providin g technical and logistical support to the directors.  This position will also work cooperatively with other Development Assistants, the Director and Assistant Director for Administration and Operations and Regional Major Gift Directors (RMGD) within the Office of Major Gifts .

 

E ssential Job Functions

 

Travel and Events

• Coordinate RMGDs trip preparation and travel arrangements, including p roviding suggestions on prospect visits, establishing the itinerary, mak ing flight and hotel arrangements, and preparing the travel binder. Anti cipate and identify appropriate supporting documentation and briefing ma terials for the RMGDs such as research materials and historical gift, bi ographic and prospect information.

• Conta ct Duke Alumni, parents and friends to request and schedule RMGD appoint ments. Respond to inquiries from donors, especially in the RMGD’s absenc e.

• Participate in the planning of select events for cultivation, solicitation and/or stewardship purposes. Compi le and maintain lists for major gifts events or meetings. Serve as liais on to University Development special events office to oversee implementa tion of meetings and events.

 

Reporting

• Dr aft a wide variety of written materials including detailed individual pr ospect briefings, letters and internal and external correspondence.   Gather information from faculty, administrators, academic uni ts, and other colleagues to support the development of gift proposals.</ span>

• Develop the criteria, initiate the reques ts and follow up on reports required by the RMGDs. Verify the data and p roof financial and fundraising reports after receipt. Research and inves tigate gift commitments using office files and the database and prepare reports.

• Assist in the tracking of major gift proposals, endowment agreements and contact reports. Use the moves management database to enter moves and solicitations and check the accu racy of reports consisting of moves management data.

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Adm inistrative

• Screen and prioritiz e mail and documents to determine which items to respond to independentl y or which to bring to director's attention based on content of communic ation and knowledge of office activities.

• Set up and maintain varied office files of records, reports and corre spondence required for reference and efficient operation of office. </sp an>

• Maintain RMGD calendars including schedulin g internal /external meetings, alerting RMGD to important dates. Prepare and/or provide necessary documents for RMGD’s use in meetings. Attend m eetings as requested to take minutes.

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Training

• Assist in the training of new employees. Participate as a team mem ber by sharing workloads and maintaining knowledge of colleagues’ activi ties.

• Perform other related duties incid ental to the work described herein. The above statements describe the ge neral nature and level of work being performed by individuals assigned t o this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.</sp an>

 

Required Behavioral Competencies

• Attention to Detail:   </ span>Accurately maintains schedules or calendars to mo nitor details for more complex assignments or projects. Regularly follow s up with others to ensure information is complete.

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Collaborating with Others:   Ability to work collaboratively, formally and informally within one’s team and across the organization.  </span >

• Curiosity and Infor mation Seeking:  Personally investigates the problem or situation.

• Dealing with Ambiguity:</em >  Effectively copes with change and shifts gears