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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary:

The School of Medicine Alumni Engagement and Annual Giving Staff Specialist provides administrative direction and coordination of project work focused on maintaining strong relationships with DukeMED alumni, students and donors with primary work focused on alumni engagement programs and annual giving projects.

The School of Medicine Alumni Engagement and Annual Giving Staff Specialist reports to the Sr. Director of Alumni and Regional Engagement and provides support to the Sr. Director of Pipeline and Annual Giving Programs, in addition to the Alumni and Regional Engagement team. They will work closely with Senior Directors to align team efforts with a central focus on workflow support, strategic events, database management and communications tracking.

WORK PERFORMED

Alumni Affairs and Annual Giving Team Support (40%)

• Coordinate office workflow through Outlook calendar and Teams. Requires foresight in planning in order to maintain high level and dynamic work of teams.

• Coordinate record-keeping, filing and maintenance of electronic files, including but not limited to gift transmittals, class notes, correspondence, and communications support (spreadsheet of topics and people covered in the alumni magazine and digital newsletters).

• Update engagement moves and provide accurate reports as requested from the Duke Alumni and Development Database (DADD). Stay informed and trained on updates in university data systems, DADD, Enquire, Concur, and other platforms as appropriate.

• Work with ADS on record creation (i.e. new parent records, new MAC members, graduating medical students, etc.) and make DADD updates related to contact information, opt out codes, and other database maintenance tasks.

• Enter alumni event attendees and volunteer participation as needed to facilitate coding in DADD.

• Work closely with SOM Staff Assistant to prepare, monitor, and verify expenditure of budgeted funds as appropriate; file expense reports; process and clear invoices in the system; and perform other financial duties as assigned.

• Work with Duke Health Development and Alumni Affairs finance office to ensure compliance with all budgetary and accounting requirements, including SAP and CONCUR.

• Assist in travel arrangements of team members as needed.

Event Support (40%):

• Become adept in use of the event registration software, CVENT. Assist Strategic Events team with guest registration. Provide high level of customer service to alumni and guests, including timely responses to guest and staff registration and other event questions.

• Provide accurate and timely registration records and reports.

• Support alumni events, including Medical Alumni Weekend, regional alumni receptions, emeriti faculty programs and other functions at the School of Medicine and local off-site venues. Staff on-site registration and interface with guests.

• Assist in the creation and production of event materials for School of Medicine events, including but not limited to Medical Alumni Weekend, Medical Families Day, Match Day, and the White Coat ceremony.

• Schedule committee meetings for the Duke Medical Alumni Association Awards program and the Medical Alumni Council (MAC) member nomination process. Communicate meeting updates and provide current materials to each committee.

• Enter School of Medicine event updates on the Duke Alumni Network (DAN) and Development Alumni Services (ADS) calendar.

• Provide support to Alumni Affairs and Engagement, and Strategic Events teams in preparing briefing materials for School of Medicine leaders and speakers.

• Assist in printing, packaging and mailing program materials.

Communications (20%)

Support communication strategy

• Collaborate with Sr. Director of Pipeline and Annual Giving Programs on tracking of various communications projects such as DukeMed Alumni News, Blue Devil Docs and trainee alumni giving program.

• Support event follow-up by building surveys in Qualtrics to collect event planning information and attendee feedback through the Net Promoter Score (NPS) and prepare summary reports to be shared with SOM team members.

Other related duties as assigned.

DEPARTMENT PREFERENCES/SKILLS

• Successful project management experience, including meeting numerous deadlines and objectives and coordinating multiple concurrent projects.
• Proficiency with Microsoft Office products (Word, Outlook, PowerPoint, Excel), and aptitude to learn Qualtrics or other online survey tools, and ability to master a proprietary event database tool - CVENT.
• Strong work ethic, detail orientation, flexibility, organizational skills, and ability to work independently and as part of a team in a fast-paced, results-oriented environment.
• Consensus-building skills, collegiality and the agility necessary to build relationships across multiple constituencies.
• Resourcefulness in analyzing situations, finding and recommending appropriate solutions to problems and initiative in presenting alternatives and implementing solutions.
• Excellent interpersonal skills, sound judgment, and experience handling confidential information.
• Ability to communicate effectively with a diverse group of individuals diplomatically and professionally.
• Occasional evening and weekend work required.

EDUCATION/TRAINING

Work requires analytical, communication and organizational skills generally acquired through two years of post-secondary education in secretarial science or a related business field.

EXPERIENCE

Work requires four years of related experience in office management, budgetary/accounting activities, development and/ or other specialized field. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

Duke Health Development & Alumni Affairs is building a flexible and hybrid workplace. All team members must have access to, maintain a secure home office environment with high-speed internet service, and work collaboratively with others using a variety of technologies and tools. Depending on the type of position and work performed, or as deemed by manager, positions may be required to work in an office located in Durham, NC or a surrounding local area.

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.

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.