Job description
: Staff Assistant, Donor Relations, Marketing, Communications & Stewardship Duke Alumni Engagement & Development.
Summary
The Staff Assistant reports directly to the Senior Director of Stewardship, and supports the work of the entire Stewardship team, including clerical tasks, data entry, and data management related to stewardship reports, acknowledgement letters, giving society materials, and student profiles.
Currently, the Stewardship Team works in downtown Durham two days a week (Tuesday & Wednesday) and remotely Monday, Thursday, and Friday.
JOB RESPONSIBILITES
General Administrative Support
Assist the office manager in e-mailing or printing and snail-mailing endowment reports for donors and other constituents.
Work with the office manager to archive endowment reports in the appropriate systems.
Assist stewardship coordinators in charge of the student profile program with printing/scanning, mailing/e-mailing letters to donors.
Mail/email endowment welcome kits for new endowed fund donors.
Assist with recognition programs and giving societies by mailing out welcome letters, invitations, and any recognition items for the giving societies or other special groups of donors.
Assist the office manager with keeping track of donor recognition supplies and general office supplies.
Keep endowment contacts and giving society member information updated and perform other data maintenance tasks within Duke’s constituent management system and in the online endowment reporting application (Adding/removing names, addresses, e-mail changes).
Help the team schedule team retreats, regular meetings, and joint meetings/retreats with other partner teams, including booking space, identifying times, ensuring needed AV/supplies are present, ordering food, and other logistical needs as needed.
Events
Assist with and attend donor relations events as needed: annual recognition celebration, scholarship/fellowship dinner, Trinity Scholars dinner, and other events as needed.
Perform other duties as assigned.
Required Skills
Attention to detail.
Strong Microsoft Office skills, especially Word and Excel.
Mail merge, printing, collating, mailing, e-mailing.
Ability to work well independently and as a team member.
Associates degree and/or and at least one year of administrative experience or related experience with a successful track record.
Ability to respond quickly to the team as well as other development staff within University Development and with partner colleagues across the campus.
Responsive to changing needs and able to quickly shift focus from one task to another.
Preferred Skills/Experience
Some knowledge of educational fundraising, development, higher education issues, research universities, and Duke University.
Some knowledge of working within a CRM (customer relations management software).
Behavioral Skills:
Attention to detail: Creates a personal system for making sure details are not overlooked; double checks the accuracy of work. Provides information in a usable form and timely manner. Understands the importance of being consistent with documentation.
Teamwork: Foster positive work relationships through inclusive team approach. Create environment for stretching beyond what was thought possible. Seek input and involvement of those affected by decisions. Accept responsibility and accountability. Place team goals above personal goals.
Curiosity and Information Seeking. Ask probing questions to get to the root of a situation or task and eventually come up with their own system or habits to get information or training.
Customer Focus: Understand the needs and wants of Duke's philanthropic community in order to provide accurate, complete, and timely service.
Required Qualifications at this Level
Education/Training:
Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.
Experience:
Work generally requires three 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 and equivalent combination of education and relevant 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 essentialjob 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.
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