Staff Assistant, Volunteer & Constituency Engagement and Clinical Services

OCCUPATIONAL SUMMARY

Provide high level administrative support for the Executive Director of Volunteer and Constituency Engagement, The Director of Faculty and Provider Engagement, and the Executive Director of Development, Duke Health Clinical Services to enhance day to day operations by serving as first point of contact for internal and external customers, submitting prospect and donor research and communication requests, preparing reports, handling information requests, staffing meetings and trainings as needed, and performing clerical functions such as preparing correspondence and scheduling meetings. In addition, this role will manage and complete special projects in support of the philanthropic goals of Duke Health, maintain confidential files and information, and demonstrate sound judgment when dealing with sensitive issues including donor and prospect records.

WORK PERFORMED

• Position will report to the Executive Director of Volunteer and Constituency Engagement, Duke Health Development and Alumni Affairs and provide administrative support for this position, the Director of Faculty and Provider Engagement, and the Executive Director of Development, Duke Health Clinical Services.
• Prepare for meetings and tasks by providing necessary agendas and supporting materials for use in meetings. Schedule meetings, arrange appointments, and confirm meetings and appointments, including notification of all attendees, correspondence and location.
• Manage the expense report process including monitoring of expenses and work in SAP. Clear all corporate card charges and processing of online expense reports.
• Prepare materials for faculty engagement trainings and board and council meetings including PowerPoint presentations.
• Draft appropriate support materials for the three directors’ follow-up. Including, but not limited to, acknowledgement letters, stewardship reports, briefing documents and proposals. Partner with the Stewardship team and other teams across Duke Health Development and Alumni Affairs, as needed.
• Entering and pulling data into and from the DADD and Salesforce databases in a timely fashion, as requested. Including, but not limited to entering moves, logging a call, and pulling lists of donors/ prospects for events and mailings.
• Serve as a primary point person for travel reservations; arrange travel and meetings/visits with individuals, prospects and donors; make reservations for air, ground, hotel and donor/prospect meals, functions. Prepare itinerary and distribute as deemed appropriate.
• Order supplies and materials as needed.

Other related duties as assigned.

DEPARTMENT PREFERENCES & SKILLS

• Self-starter with excellent organizational skills that demonstrate ability to set priorities, develop work schedule, and meet deadlines while managing multiple projects
• Demonstrated ability to work efficiently, effectively, and accurately in a fast paced and complex organization
• Ability to multitask while maintaining accuracy and a strong commitment to attention to detail
• Excellent written and verbal communication skills that reflect ability to write clearly and without error and speak in a professional and articulate manner
• Customer service skills that demonstrate the ability to anticipate, understand, and respond to the needs of both internal and external clients
• Strong commitment to team environment with the ability to self-direct and work independently
• Ability to identify problems and generate possible solutions
• Flexibility to adjust to address pressing needs as they develop
• Flexibility in work hours to accommodate some evening and weekend events and occasional general overtime.
• Computer experience and proficiency in Microsoft Word and Excel; Experience with Access, PowerPoint and Publisher a plus.

The above statements describe the general nature and level of work being performed by individuals assigned to this intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.