Development Projects Coordinator

Location
North Carolina, United States
Posted
26 May 2019
End of advertisement period
26 Jul 2019
Ref
401594302
Contract Type
Permanent
Hours
Full Time

Occupational Summary

The Office Manager/Development Project Coordinator manages work flow for the department and organizes special projects for completion, works primarily with the Associate Dean and performs the administrative functions of the Office of Development & Alumni Relations (ODAR); helps to develop and implement office policies, practices and procedures to ensure efficient operation of ODAR.   As directed by the Associate Dean he/she will develop, plan and coordinate selective off-site and campus events and manage the leadership boards of the Nicholas School.  He/she will also provide administrative and project support to the Associate Dean, the ODAR gift officers and alumni relations officer and coordinate travel relative to the department’s needs to visit and steward donors, Board members and alumni.
 
Work to be Performed:
 
Administrative Functions in support of the Associate Dean and ODAR Development and Alumni Relations Officers:

  • Maintain Associate Dean’s daily agenda and calendar.
  • Prepare Associate Dean for meetings and travel with appropriate materials.
  • Attend Board of Visitor and Alumni Council meetings to take minutes or provide information, as requested.
  • Interface with Board of Visitors members, Academic Advisory Councils, Alumni Council and donors as needed to support committee work.  Perform responsible administrative assistant duties of a complex and confidential nature.
  • Communicate professionally with University administrators, University supporters, alumni, parents and friends as directed.
  • Draft letters, statements and donor briefings for the Associate Dean and help prepare briefings for the Dean and President as needed.
  • Provide administrative and travel arrangement support for the ODAR giving officers and alumni relations staff as appropriate.
  • Assist with development travel for the Associate Dean (and Dean as appropriate), and ODAR staff following all departmental and development procedures.
  • Assist the Associate Dean and Dean (as appropriate) with follow-up to development travel, including tracking proposals, letters and other communications with prospects and donors as needed.
  • Offer administrative support the Go Grow Give alumni relations activities throughout the year, including event logistics for alumni engagement programming.  Assist in data collection for program assessment and finalizing year-end reporting for the program.
  • Provide administrative support for production of ODAR operating plans and other reports.
  • Provide administrative support for personnel transactions.
  • Support NSOE prospect relationship management needs by keeping accurate coding for BOV and Alumni Council in DADD.  Review call lists.  Manage BOV and Alumni Council list serves on behalf of NSOE staff.  Communicate changes to communications staff to ensure email platforms  and other lists are updated.  Attend prospect management coordinating group on behalf of ODAR staff.  When needed assist as backup in the processing of gifts (delivery of checks, processing of credit cards etc.). Assist with bio updates in DADD as needed.  Manage event log on behalf of the department, coding and uploading event lists to DADD.  Input moves in DADD on behalf of the Associate Dean and generate contact reports as needed.
  • Provide assistance with prospect management needs including preparing gifts for ADR processing, assigning fund codes and gift detail reports, review of call lists and itineraries, weekly progress reports, moves reports, prospect management tracking and contact reports.
  • Enter moves into DADD as requested by the Associate Dean and development officers.

Office Manager:

  • Maintain up-to-date management and procedural manuals, directives and related records
  • Prepare interdepartmental memoranda explaining new or revised policies and procedures as necessary.
  • Organize support staff work flow to accomplish overall goals of ODAR assigning and assisting as appropriate.  Train and supervise temp staff as needed.
  • Provide administrative support for all office maintenance, equipment and facility upgrades.
  • Responsible for preparing, monitoring and accurately reporting on budgets. Responsibilities include but are not limited to: reconciliation of all corporate card purchases through Duke’s proper systems, reconciling monthly statements, preparing yearly budget for submission, tracking expenditures throughout year, maintaining accurate inventories, processing all accounting needs for department in line with Duke Accounting procedures to include travel expenditures, invoices and miscellaneous reimbursements.

 Events & Board Committees:

  • Provide support for scheduling and implementing special events (both on- and off-campus) as needed by the Dean, the Associate Dean, and other development and alumni relations managers.
  • Such activities would include but not be limited to creating and coordinating invitation lists, making necessary reservations, developing agendas, recruiting and briefing speakers, and coordinating all logistical tasks.
  • Serve as primary contact for jointly planned and executed events and work with and supervise  appropriate vendors.
  • Coordinate communication with members of the Nicholas School Board of Visitors and related committees and subcommittees.
  • Responsibilities include but are not limited to all aspects of meeting planning: reservations and arrangements for meetings, creating agendas and menus, logistical arrangements for special guests and speakers, and assembling and distributing all support materials.  Maintain member rosters and biographies, coordinate mailings, and facilitate development officers’ and deans’ ongoing communications with board members.
  • Determine fiscal requirements for events; monitor, verify and reconcile expenditure of budgeted funds.
  • Serve on appropriate committees related to special events.  Assist with major NSOE special events events (i.e. graduation, admitted students visitation, internship fairs, etc.) by using project management skills to add value and collaborate with primary responsible staff.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Location Durham

Duke Entity UNIVERSITY

Job Family Level 11

Full Time / Part Time FULL TIME

Regular / Temporary Regular

Shift First/Day

Minimum Qualifications

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.

Education

Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor's degree program.

Experience

Work requires ability to design, plan and coordinate fund raising activities and special events generally acquired through two years experience. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Preferences:

2-3 years experience in an academic or administrative environment.

Must be able to work independently and as part of a team, handle detailed assignments involving confidential information, ability to effectively deal with ambiguity and possess strong communication and interpersonal skills.

SKILLS

  • Customer Service
  • Project management
  • Event logistics
  • Volunteer management
  • Travel logistics and planning
  • Telephone protocol
  • Writing / Editing / Proofing
  • Bookkeeping / Budgeting
  • Office Procedures
  • Microsoft Office proficiency (Word, Excel, Outlook, PowerPoint)
  • Information access tools such as E-mail and Internet
  • Vendor management
  • Budget Projections
  • DADD training and familiarity
  • Duke Accounting System
  • PC database mgt software (Access)
  • Supervision of students/volunteers
  • Filing