Staff Assistant, to the Assistant Vice President for School of Medicine Development & Alumni Affairs

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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

OCCUPATIONAL SUMMARY

Provide high-level administrative support to the Assistant Vice President (AVP), School of Medicine (SOM) Development and Alumni Affairs. Additionally, the Staff Assistant supports the broader School of Medicine team. This includes managing schedules, coordinating travel, preparing for meetings, assisting with special projects, and processing expenses. The Staff Assistant must be proactive, organized, detail-oriented, and demonstrate sound judgment when dealing with leadership, personnel, and external constituents. 

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 AVP, School of Medicine, 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.
• Manage the AVP’s calendar, ensuring effective time management and preparation for meetings, events, and travel. Schedule appointments and meetings, prioritizing urgent matters and adjusting schedules as needed.
• Assist with calendars and scheduling for SOM team leaders.
• Coordinate logistics for meetings and events, including preparing agendas, ensuring required materials are distributed in advance, setting up meeting spaces, and taking minutes.
• Assist with preparation of materials, ongoing organization and tracking of project information, and readiness for meetings and presentations.
• Enter moves and other pertinent gift cycle/donor progress information into DADD.  Proficiently use DADD and other databases.
• Coordinate travel for AVP and gift officers including reservations for air travel, car rental, hotel and conference registrations. Arrange meetings and visits, prepare confidential meeting prep. Follow Duke Health Development and Alumni Affairs travel and expense policies and procedures.
• Print, copy, and scan files as needed and ensure electronic files are kept orderly and in accordance with team and office standards. 
• Prepare and send communications from our office to alumni, donors, and volunteers, including condolence letters and class notifications. 
• Ensure that office supplies are ordered and organized and that the SOM work area is maintained in an orderly and professional manner.
• Monitor SOM in-box and mailbox, forwarding messages to team members as needed and requesting updates to database.
• Manage daily operations for the SOM team.

Project Management – 30%

• Collect letters from student scholarship recipients and prepare stewardship packages to scholarship donors, including gathering data and preparing package materials.
• Collaborate with SOM colleagues, Stewardship, and Strategic Events on meetings and events such as Medical Alumni Weekend, Medical Alumni Council meetings, donor recognition events, and Thank-a-Thon.
• Manage logistics for the Medical Alumni Council, including nametags, materials, and communications.
• Create and distribute Medical Alumni Council bios, rosters, and meeting minutes. 
• Serve on office committees and task forces as needed.

Financial – 10%

• Work with the Director of Finance to ensure proper submission of receipts and information necessary for clearing corporate card charges and online expense reports for assigned staff.
• Monitor, track, and report on expenses and budget allocations. Process expense reports, maintain financial records.
• Track event expenses and create comparison reports.
• Other related duties as assigned.

DEPARTMENTAL PREFERENCES/SKILLS

• Professional, 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 demonstrated skill in Microsoft Word, Excel and PowerPoint.
• Ability to use or be trained to use Canva, Adobe, and Duke digital communication platforms.
• Must be available to work on site in Durham according to hybrid work schedule and for events and meetings.

Duke Health Development & Alumni Affairs has a flexible and hybrid work environment. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. At the discretion of the manager, staff may be asked to work onsite at any time with advance notice.

MINIMUM QUALIFICATIONS

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes.To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $ 19.41 to USD $30.03. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer. 

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https: //hr.duke.edu/benefits/

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Education

Work requires a broad knowledge of clerical and accounting principlesand practices normally acquired throug h two years of post-secondaryeducation in administrative support or a re lated business field.

Experience

Work generally requires four (4) years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

OR AN EQUIVA LENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Salary : $19 - $30