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

 

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 reports to the Senior Assistant Vice President of Individual Giving.

 

Essential Job Functions

 

Managing 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 University Development, 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 PROJECTS 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 Sr. AVP’s oversight.
• Compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data.
• Assist Director of Administration and Operations with fiscal year reporting.
• Develop and maintain an on-line information management system to be able to retrieve documents and information about donors, projects, initiatives, performance analyses, benchmarking data and myriad other areas.
• Update lists and documents contained in SharePoint, Duke Box and related tools to store and share materials.
• Answer questions from colleagues’ university- wide regarding documents, upcoming meetings, agenda items on behalf of the Sr.AVP and/or in the Sr. AVP’s absence.
• Create, edit and maintain task force lists, data on donors from schools and units related to these 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

• Interact and communicate with senior 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, SharePoint and other resources as needed to obtain background 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. 
• Arrange all travel preparations, researching best fares and rates, keeping in line with budget guidelines.
• Process contact reports and receipts after trips are complete.

 

MEETING PLANNING AND PREPARATION

• Schedule, plan and coordinate meetings, proactively and independently anticipate the Sr. AVP  needs for meetings,
• Maintain tracking system for regularly occurring meetings.
• Compile emails, documents and other information to prepare agendas, prepare materials, power point presentations, and other documents for meetings and proactively distribute such materials prior to meetings if necessary.
• Secure meeting locations and ensure technical needs are met for meetings.  Prepare necessary documents for use in meetings; may attend meetings to take minutes or provide information as requested.
• Advise or direct clerical personnel in the department; make work assignments and review work for accuracy and completeness.

 

General Administrative Duties

• Provide answers to questions concerning departmental or divisional activities.
• Assist in the ordering and maintaining supplies for Major and Leadership Gifts Program.
• Screen and route mail and documents; respond or bring them to the Sr.AVP’s attention, based on content of communication and knowledge of departmental programs and activities.
• Review reports received for the Sr.AVP check and compare with source documents and bring significant items, changes, errors or omissions to th