Administrative Jobs in Durham, NC (Now Hiring) — 600 open — Page 24

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.

Duke Health Development & Alumni Affairs (DHDAA) supports a flexible work environment by offering on-site (in office 5 days a week), hybrid (in office a minimum of 2 days a week or defined by manager), remote (work off-site 5 days a week), and flexible start and end time work arrangements. All team members must reside within a 50-mile radius of our downtown Durham office.

If working a hybrid or remote schedule, individuals 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. With approval from their manager, staff members may work a flexible schedule in terms of start/end times, while working within DHDAA’s core work hours between 9:00 a.m. and 4:00 p.m. (eastern standard). At the discretion of Managers and/or Senior Leadership, staff working a hybrid, remote or flex schedule may be required to be in the office on days and/or times outside of the agreed upon schedule.

Be the go-to resource for scheduling, coordination, and project support for a high-performing team.

Be You.

Provide high-level administrative support to assigned team members of the Individual Giving team on a wide range of issues, including complex situations of a confidential and sensitive nature.  Analyze complex issues, identify viable options and communicate options to the pertinent individuals; when appropriate, implement solutions.  Work independently to manage projects assigned. Provide administrative management and coordination for the assigned functions. Maintain confidential files and information, demonstrating sound judgment when dealing with leadership, personnel, donor information and sensitive issues concerning prospects and donors.

Work Arrangement – Hybrid - This position is full-time, located in Durham, NC.  This is not a remote position.

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.

MINIMUM QUALIFICATIONS

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 four 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 EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Be Bold.

WORK PERFORMED

Administrative – 75%

• Provide high-level support 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 appropriate individuals and follow through on implementation of decisions on behalf of the individual(s).
• Serve as chief time management point person for each assigned team member.  Maintain a global view of upcoming meetings, presentations and appointments.  Manage and provide daily calendar and prepare assigned team member(s) for meetings and tasks.
• Anticipate and block working time for each person as needed, and assist with preparation of materials, ongoing organization and tracking of project information, and readiness for meetings and presentations.
• Manage and delegate projects on behalf of the assigned team member(s).  Arrange and confirm meetings, appointments and events hosted or organized by assigned team member(s).  Manage scheduling of numerous recurring meetings.  Meet with assigned team member(s) regularly to prioritize requests for time and support of on-going projects.
• Independently research issues assigned and gather all relevant data to assist the team member(s) in making informed decisions. Work independently to research and analyze topics as requested by the assigned team member(s). Summarize, present information and recommendations for actions to the appropriate individual(s). 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 all travel for assigned team member(s) including reservations for air travel, car rental, hotel and conference registrations. Complete appropriate paperwork/online requests and reconciliation, ensuring compliance with Duke Health Development procedures and Duke University travel policies and procedures as needed.
• Review and evaluate incoming correspondence, documents, and publications. Draft replies for assigned team member(s) signature, direct to appropriate person or handle personally. Keep each person informed of important changes affecting policies and procedures. Independently determine which items are to be forwarded to the team member(s) assigned or redirected to other staff and prepare background information.
• Draft appropriate support materials for team members’ follow-up, including, but not limited to, meeting agendas, acknowledgment letters, stewardship reports, briefing documents and proposals. Partner with the Stewardship team, as needed. 
• Manage daily operations of the assigned team member(s)office.

Project Management – 15%

As assigned, undertake unique, sensitive and confidential projects which are not appropriate for assignment to other individuals. These short- and long-term projects include but are not limited to analysis, review, writing, research, documentation, and confidential information regarding prospects and donors.

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 the assigned staff.

Other related duties as assigned.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification.  This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Choose Duke.

If you're detail-driven and thrive in fast-paced environments, apply today!