OFFICE CLERK (Development & Sponsorship Fellowship)
Title: Development & Sponsorship Fellowship
This position will report to and provide advanced level of direct administrative support to the Development & Sponsorship Officer of Duke Recreation & Physical Education. This is a part-time, 19.9 hour a week position. This position will handle administrative duties, which include but are not limited to: events, recording gifts and pledges accurately, drafting high-level correspondence and briefings, conducting research, as well as providing technical and logistical support to the Development & Sponsorship Officer.
- Coordinate Development & Sponsorship Officer’s trip preparation.
- Anticipate and identify appropriate supporting documentation and briefing materials for the Development & Sponsorship Officer, such as research materials and historical giftings, biographic and prospect information, and any pertinent sponsorship information.
- Travel lo cally to sponsorship partners to meet and assist with fostering partner relationships.
- Initiate contact, respond to, and schedule appointments with potential sponsors and donors.
- Participate in the planning of select events for cultivation, solicitation and/or stewardship purposes of donors and sponsors.
- Compile and maintain lists for major gifts events or meetings.
- Draft a wide variety of written materials including detailed individual prospect briefings, letters, and internal and external correspondence.
- Gather information from faculty, administrators, academic units, and other colleagues to support the development of gift proposals .
- Develop the criteria, initiate the requests and follow up on reports required by the Development & Sponsorship Officer. Verify the data and review financial and fundraising reports after receipt. Research and investigate gift commitments using office files and Duke University’s fundraising database and prepare reports.
- Assist in the tracking of major gift proposals, endowment agreements and contact reports for sponsors and donors. Use management database to enter information and check the accuracy of reports consisting of management data.
- Screen and prioritize mail and documents to determine which items to respond to independently or which to bring to Officer’s attention based on content of communication and knowledge of office activities.
- Set up and maintain varied office files of records, reports and correspondence required for reference and efficient operation of office.
- Maintain Officer’s calendar including scheduling internal /external meetings, alerting officer to important dates. Prepare and/or provide necessary documents for officers use in meetings. Attend meetings as requested to take minutes.
Knowledge,Skills and Abilities
- Accurately maintains schedules or calendars to monitor details for more complex assignments or projects. Regularly follows up with others to ensure information is complete.
- Ability to work collaboratively, formally and informally within one’s team and across the organization.
- The ability to work with classified information and be trusted with sensitive data.
- Personally, investigates the problem or situation.
- Effectively copes with change and shifts gears comfortably. Decides and acts without having the total picture.
- Uses sound judgment to make appropriate, timely decisions in moderately complex situations where information may be missing. Knows when to escalate a decision to a higher level .
- The ability to adapt to and work effectively with a variety of situations, and with various individuals or groups.
- Acts and works independently, taking prompt action to accomplish objectives. Responds in an appropriate time frame when presented with a problem. Requires limited prompting.
- Attentive to the speaker's message. Attentive to verbal and non-verbal cues that lead to deeper understanding. Asks questions which clarify speaker's message.
- Ability to learn and understand organizational relationships and dynamics and use them to achieve objectives and goals.
- Identifies and categorizes assigned tasks based on level of importance and urgency with little supervision.
- Prioritizes tasks with respect to importance and time available. Realistically estimates time to complete project.
- 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.
- Previous experience with clerical & amp; accounting principles and Microsoft Office.
- Business degree or equivalent (Associates/Bachelor’s degree preferred)
- Previous fundraising experience
- Work generally requires two years of related secret arial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities.
- Strong Skills with Microsoft Excel and manipulating spreadsheets.
- Or an equivalent combination of relevant education and/or experience
Work requires a knowledge of basic grammar and mathematical principles to perform routine clerical/office support duties normally acquired through a high school education.
None required above minimum education/training requirement. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Duke University 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.