Staff Assistant, Duke Children's Development

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

 

OCCUPATIONAL SUMMARY

 

Provide high-level administrative support to the Duke Children’ s Development team members on a wide range of issues, including complex situations of a confidential and sensitive nature.  Analyze complex issues, identify viable options and communicate options and when appropriate, implement solutions.  Work independently to manage projects as assigned. Provide administrative management and coordination for the functions reporting to AVP.  Provide administrative support to executive team members who report to the AVP. Maintain in confidential files and information, demonstrating sound judgment when dealing with leadership, personnel, donor information and sensitive issues concerning prospects and donors.

 

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 Duke Children’s Development team members 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.
• Serve as chief time management point person for AVP, major gift officers and other team members as needed.  Maintain a global view of upcoming meetings, presentations and appointments.  Manage calendars and prepare AVP and major gift officers for meetings and tasks.
• Anticipate and block working time and assist with preparation of materials, ongoing organization and tracking of project information, and readiness for meetings and presentations.
• Manage and delegate projects.  Arrange and confirm meetings, appointments and events hosted or organized by the AVP, major gift officers and other team leaders.  Manage scheduling of numerous recurring meetings.  Meet with AVP regularly to prioritize requests for time and support of on-going projects.
• Independently research issues as assigned and gather all relevant data to assist in making informed decisions. Work independently to research and analyze topics as requested. Summarize, present information and recommendations for actions. Coordinate and logistically support activities including meetings, dinners, special events and retreats. Prepare all meeting materials for pre-mailings, presentations, and attend meetings and take minutes as needed.
• Enter moves and other pertinent gift cycle/donor progress information into DADD.  Proficiently use Salesforce, DADD and other databases.
• Coordinate travel including reservations for air travel, car rental, hotel and conference registrations. Complete appropriate paperwork/online requests