Duke University is a leading academic institution dedicated to excellence in education, research, and community service. Their ultimate mission is to advance knowledge and develop leaders who can make a positive impact on society. Duke University aims to provide a transformative educational experience, fostering intellectual growth, critical thinking, and ethical leadership. By integrating rigorous academics with a commitment to social responsibility, Duke seeks to contribute to the global community and address pressing challenges through innovation and collaboration.

Education

Duke University

Fueled by creativity, informed by scholarship

You need a bachelor's degree in a business-related field, 4 years of relevant experience (or 2 years with a master's), and competency in personnel practices, accounting, and administration.

You will support faculty with grant proposals, manage project plans, ensure compliance, identify funding opportunities, and coordinate training and development for team members.

Research & Development

People, HR & Administration

Durham

<div>
 Duke University:
 
 Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
 
 Administrative Manager 
 
 The Pratt School of Engineering at Duke University is one of the fastest rising, highly ranked engineering schools in the nation. The school consists of four departments with 130 tenure-track faculty members, 1250 undergraduate students, 1400 master’s students, and 600 PhD students. Housed within a university renowned for its programs in the liberal arts, medicine, business and law, Pratt prepares future engineering leaders to address complex challenges with solutions that take into account the complexities and nuances of implementing them. Pratt takes a whole-student approach to education, ensuring students are well supported throughout their journeys and graduate with the grit and determination required to persevere in their careers and their lives. Pratt is dedicated to the values of diversity, equitability, inclusivity and community in its pursuit of knowledge and service to society. Occupational Summary 
 
 This position functions as the leader that manages the growth of Pratt faculty pursuing large center-scale research programs, such as through large grants and contracts spanning multiple disciplines and faculty. The position is in the Pratt School of Engineering Dean’s Office and works closely with Departments and Units. Pratt has a large, complex, diverse, and rapidly growing portfolio of research grants and contracts. Analysis and reporting of activities and trends, as well as supporting initiatives to promote sponsored research proposal opportunities. Work Performed 
 
 Research Development and Analytics: 40% 
 <div>
 
 <ul>
 <li>Engage and support fully faculty pursuing large-scale interdisciplinary initiatives and applications.</li>
 <li>In conjunction with Pratt leadership, work with other research development and/or grants administration leaders across campus to identify opportunities to strengthen faculty proposals and work collaboratively to implement solutions.</li>
 <li>Generate quarterly reports of grant submissions, success rate, and funding trends across the school, departments, faculty rank, agencies, etc., with the goal of creating prediction models; analyze the school's financial standing compared to other engineering schools (ASEE).</li>
 <li>Partner with multiple offices across Duke to identify new funding opportunities for Pratt faculty and prepare funding opportunity lists to be distributed school-wide.</li>
 <li>Support initiatives across Pratt to engage faculty and support their research endeavors; this includes identifying funding webinars, training for junior faculty, workshops for future initiatives, requests for information, etc.</li>
 <li>Establish project management plans for complex awards and oversee delegation to external project management services when appropriate.</li>
 </ul>
 </div> 
 
 Research Proposal Support 30%
 <div>
 
 <ul>
 <li>Work with individuals at all levels in the proposal development process (e.g., PIs and their teams, members within the Office of Campus Research Development (ORCD), Duke leadership, departmental grant managers, ORS representatives) for large and complex submissions to ensure successful integration of all grant application components and full compliance with all funding program and sponsor requirements.</li>
 <li>Develop and implement project management plan(s) for proposals in partnership with the PI and senior-level grants administrator.</li>
 <li>Provide temporary pre-award support for departments based on workload, leaves, and/or vacancies.</li>
 <li>Review agency program goals and guidelines to ensure all proposals align with both agency and institutional goals and capabilities.</li>
 <li>Serves as the point person for team members across Pratt on general and contract issues as well as questions related to university guidelines.</li>
 <li>In coordination with departments, provide additional pre-award support for large, complex proposals involving multiple PIs, Duke departments, and/or external institutions.</li>
 <li>Manage the subcontracting process with ORA/ORS and collaborating organizations.</li>
 <li>Advise PIs on administrative requirements in preparing proposal submissions.</li>
 <li>Prepare, coordinate, and review certain proposal elements (biosketches and facilities and resources) for consistency, accuracy, and completeness.</li>
 <li>Monitor compliance with agency and university regulations regarding submission; verify all financial information to include the application of the appropriate overhead rate for the project.</li>
 <li>Monitor proposal status and advise the PI on requirements and deadlines associated with research protection protocols.</li>
 <li>Maintain financial records per the institutional document retention guidelines.</li>
 <li>Interpret Pratt School and departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of the unit.</li>
 <li>Monitor compliance with agency and university regulations regarding reporting. Utilize tools available to monitor compliance with Duke policies for Pratt awards and proposals.</li>
 </ul>
 </div> 
 
 Data Analysis and Training: 30% 
 
 <ul>
 <li>Manage the US News &amp; World Report (USNWR) and American Society for Engineering Education (ASEE) annual survey data collection and submission for Pratt.</li>
 <li>Prepare and submit reports to the Associate Dean of Finance and Administration and the Associate Dean for Research and Infrastructure when requested; reports may have a sponsored research focus such as trend data for faculty proposals and awards.</li>
 <li>Lead quarterly Pratt-wide meetings on sponsored research-related topics. Coordinate professional development opportunities and community building programs for Grants and Contracts team members across Pratt.</li>
 <li>Provide onboarding and training support for new Grants and Contracts team members across Pratt.</li>
 <li>Partner with members of the Pratt leadership team on special projects and initiatives; special projects will be determined based on an individual’s experience and may be in the areas of general administration, finance, data processing, tool and resource development, and/or policy development.</li>
 </ul> 
 
 Supervisory Responsibilities: Mentor and provide training support to all grant and contract positions and support personnel across the Pratt School of Engineering. 
 Preferred Training: Research or grants education and/or certification is strongly preferred. Successful completion of the Duke’s Research Administration Academy (RAA) and Advanced Grants Management (AGM), are preferred. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM). Successful completion of all expected training will be an annual performance goal until complete. Certified Research Administrator preferred. 
 
 Essential Skills 
 1. Regarding identifying funding opportunities: a. Provide guidance in identifying appropriate extramural research funding opportunities. b. Understand, explain, and clarify various sponsors’ proposal requirements and review processes. 
 
 2. Regarding research compliance responsibilities: a. Ensure compliance with sponsor requirements. b. Coordinate and collaborate with proposal development functions with the PI, their teams, departmental grants administrators, and ORS to ensure timely and compliant proposal submissions. c. Ability to propose and track both cost share and institutional commitments. 
 
 <h3 class="jobSectionHeader">Minimum Qualifications</h3> 
 
 <h3 class="jobSectionHeader">Education</h3>
 Work requires a general business background generally equivalent to a bachelor's degree in a business-related field. 
 
 <h3 class="jobSectionHeader">Experience</h3> 
 
 Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. A master's degree in a business-related field may be substituted for 2 years’ experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.
</div>


 Duke University:
 
  Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
 
 Administrative Manager
 
 The Pratt School of Engineering at Duke University is one of the fastest rising, highly ranked engineering schools in the nation. The school consists of four departments with 130 tenure-track faculty members, 1250 undergraduate students, 1400 master’s students, and 600 PhD students. Housed within a university renowned for its programs in the liberal arts, medicine, business and law, Pratt prepares future engineering leaders to address complex challenges with solutions that take into account the complexities and nuances of implementing them. Pratt takes a whole-student approach to education, ensuring students are well supported throughout their journeys and graduate with the grit and determination required to persevere in their careers and their lives. Pratt is dedicated to the values of diversity, equitability, inclusivity and community in its pursuit of knowledge and service to society.  Occupational Summary
 
 This position functions as the leader that manages the growth of Pratt faculty pursuing large center-scale research programs, such as through large grants and contracts spanning multiple disciplines and faculty. The position is in the Pratt School of Engineering Dean’s Office and works closely with Departments and Units. Pratt has a large, complex, diverse, and rapidly growing portfolio of research grants and contracts. Analysis and reporting of activities and trends, as well as supporting initiatives to promote sponsored research proposal opportunities.  Work Performed
 
 Research Development and Analytics: 40%
 
  
  
   Engage and support fully faculty pursuing large-scale interdisciplinary initiatives and applications.
   In conjunction with Pratt leadership, work with other research development and/or grants administration leaders across campus to identify opportunities to strengthen faculty proposals and work collaboratively to implement solutions.
   Generate quarterly reports of grant submissions, success rate, and funding trends across the school, departments, faculty rank, agencies, etc., with the goal of creating prediction models; analyze the school's financial standing compared to other engineering schools (ASEE).
   Partner with multiple offices across Duke to identify new funding opportunities for Pratt faculty and prepare funding opportunity lists to be distributed school-wide.
   Support initiatives across Pratt to engage faculty and support their research endeavors; this includes identifying funding webinars, training for junior faculty, workshops for future initiatives, requests for information, etc.
   Establish project management plans for complex awards and oversee delegation to external project management services when appropriate.
  
 
 
 Research Proposal Support 30%
 
   
  
   Work with individuals at all levels in the proposal development process (e.g., PIs and their teams, members within the Office of Campus Research Development (ORCD), Duke leadership, departmental grant managers, ORS representatives) for large and complex submissions to ensure successful integration of all grant application components and full compliance with all funding program and sponsor requirements.
   Develop and implement project management plan(s) for proposals in partnership with the PI and senior-level grants administrator.
   Provide temporary pre-award support for departments based on workload, leaves, and/or vacancies.
   Review agency program goals and guidelines to ensure all proposals align with both agency and institutional goals and capabilities.
   Serves as the point person for team members across Pratt on general and contract issues as well as questions related to university guidelines.
   In coordination with departments, provide additional pre-award support for large, complex proposals involving multiple PIs, Duke departments, and/or external institutions.
   Manage the subcontracting process with ORA/ORS and collaborating organizations.
   Advise PIs on administrative requirements in preparing proposal submissions.
   Prepare, coordinate, and review certain proposal elements (biosketches and facilities and resources) for consistency, accuracy, and completeness.
   Monitor compliance with agency and university regulations regarding submission; verify all financial information to include the application of the appropriate overhead rate for the project.
   Monitor proposal status and advise the PI on requirements and deadlines associated with research protection protocols.
   Maintain financial records per the institutional document retention guidelines.
   Interpret Pratt School and departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of the unit.
   Monitor compliance with agency and university regulations regarding reporting. Utilize tools available to monitor compliance with Duke policies for Pratt awards and proposals.
  
 
 
 Data Analysis and Training: 30%
 
 
  Manage the US News & World Report (USNWR) and American Society for Engineering Education (ASEE) annual survey data collection and submission for Pratt.
  Prepare and submit reports to the Associate Dean of Finance and Administration and the Associate Dean for Research and Infrastructure when requested; reports may have a sponsored research focus such as trend data for faculty proposals and awards.
  Lead quarterly Pratt-wide meetings on sponsored research-related topics. Coordinate professional development opportunities and community building programs for Grants and Contracts team members across Pratt.
  Provide onboarding and training support for new Grants and Contracts team members across Pratt.
  Partner with members of the Pratt leadership team on special projects and initiatives; special projects will be determined based on an individual’s experience and may be in the areas of general administration, finance, data processing, tool and resource development, and/or policy development.
 
 
 Supervisory Responsibilities: Mentor and provide training support to all grant and contract positions and support personnel across the Pratt School of Engineering.
 Preferred Training: Research or grants education and/or certification is strongly preferred. Successful completion of the Duke’s Research Administration Academy (RAA) and Advanced Grants Management (AGM), are preferred. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM). Successful completion of all expected training will be an annual performance goal until complete. Certified Research Administrator preferred.
 
 Essential Skills
  1. Regarding identifying funding opportunities: a. Provide guidance in identifying appropriate extramural research funding opportunities. b. Understand, explain, and clarify various sponsors’ proposal requirements and review processes.
 
 2. Regarding research compliance responsibilities: a. Ensure compliance with sponsor requirements. b. Coordinate and collaborate with proposal development functions with the PI, their teams, departmental grants administrators, and ORS to ensure timely and compliant proposal submissions. c. Ability to propose and track both cost share and institutional commitments.
 
 Minimum Qualifications
 
 Education
 Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.
 
 Experience
 
 Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions. A master's degree in a business-related field may be substituted for 2 years’ experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.



ADMINISTRATIVE MANAGER - Duke University

ADMINISTRATIVE MANAGER

You need a high school diploma, 2 years in business, 4 years admin experience, strong communication skills, software proficiency, attention to detail, and the ability to adapt and prioritize tasks.

You will manage course logistics, support student outreach, handle administrative tasks, assist with scheduling and events, and maintain records and databases.

Education & Teaching

<div>
 Duke University:
 
 Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
 
 About the Nicholas Institute for Energy, Environment &amp; Sustainability
 The Nicholas Institute for Energy, Environment &amp; Sustainability at Duke University accelerates solutions to critical energy and environmental challenges, advancing a more just, resilient, and sustainable world. The Nicholas Institute conducts and supports actionable research and undertakes sustained engagement with policymakers, businesses, and communities—in addition to delivering transformative educational experiences to empower future leaders. The Nicholas Institute’s work is aligned with the Duke Climate Commitment, which unites the university’s education, research, operations, and external engagement missions to address the climate crisis.
 Working closely with Duke University schools and other units, the Nicholas Institute for Energy, Environment &amp; Sustainability advances the university’s mission to build a more sustainable world by developing transformative educational experiences; galvanizing and conducting impactful research; and engaging with key decision makers at the global, national, state, and local levels. 
 
 Diversity, equity, and inclusion are core values of the Nicholas Institute. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. Applicants with a demonstrated commitment to issues of diversity in higher education are particularly encouraged to apply. 
 
 Overall Division of Responsibilities 
 
 This role provides comprehensive administrative support for various positions within the Nicholas Institute for Energy, Environment &amp; Sustainability (NIEES). 50% of this person’s time will be spent on work related to the Education &amp; Experiential Learning pillar of the institute. This role provides comprehensive administrative support for various positions within the Nicholas Institute for Energy, Environment &amp; Sustainability (NIEES). 50% of this person’s time will be spent on work related to the Administrative team of the institute. Responsibilities include meeting coordination, record maintenance, database upkeep, event assistance, meeting minutes, and logistical support for the team. Collaboration with other Duke University and NIEES administrative roles is essential. 
 
 Duties and Responsibilities
 Education (50%)
 Course Administration
 <ul>
 <li>Monitor and manage course creation, and cross listing within the ENERGY and ENRGYEGR designations, and track participation in courses and programs.</li>
 <li>Schedule ENERGY and ENRGYEGR courses in CLSS according to the Office of the Registrar deadlines and expectations</li>
 <li>Keep records of student participation and progress in the Energy &amp; Environment undergraduate certificate. Provide administrative support to faculty directors at Nicholas School and Pratt.</li>
 <li>Maintain university-wide Climate &amp; Sustainability course list for each semester, to be shared across units, particularly within the Office of Climate &amp; Sustainability.</li>
 <li>Attend Office of the Registrar, DUSA/DGSA meetings; facilitate relationships with other schedulers and coordinators across schools. Share relevant updates with the team.</li>
 <li>Collect energy-related syllabi and update NIEES website with relevant semesterly updates.</li>
 <li>Organize assessment data, specifically course evaluations and professor feedback.</li>
 </ul>
 Student Outreach
 <ul>
 <li>Collect and maintain records of student assistants and alumni.</li>
 <li>Facilitate communication between student interns and NIEES faculty and staff.</li>
 <li>Administer student feedback surveys at various points throughout the year. Aggregate and organize responses to be shared with NIEES staff.</li>
 <li>Provide logistical support for student intern events, including onboarding, lunch and learns, and mixers.</li>
 <li>Facilitate participation in Majors/Minors Fairs, Blue Devil Days, Orientations by organizing materials and reserving spaces as needed.</li>
 <li>Maintain database of Energy Internship Program alumni; help facilitate outreach as necessary.</li>
 </ul>
 
 Administration (50%)
 Coverage related to financial transactions, calendar management, and other general administrative support for designees:
 <ul>
 <li>Serve as a point person for submitting designated employees’ travel expense reports and reimbursements. Use assigned software to check and compare with source documents and bring significant issues, changes, errors or omissions to the attention of the administrative coordinator.</li>
 <li>Provide Director level calendar management support for one or more individuals, schedule and coordinate arrangements for seminars and conferences, appointments, meetings, lectures, classes and speaking engagements;attend meetings to provide information and serve as a resource person; answer questions concerning departmental or divisional activities and transmit instructions and/or information to and from staff members.</li>
 </ul>
 Shared coverage of administrative team responsibilities with other staff assistants:
 <ul>
 <li>Purchasing through Buy@Duke and procurement card as needed</li>
 <li>Serve as a scheduler for NIEES space (confirm reservations, alert facilities and parking of special events)</li>
 <li>Receive, welcome, and host visitors, students, staff and faculty to NIEES; assist with general inquiries and needs.</li>
 <li>Cover main desk area as needed (presence, hospitality, mail routing, etc.)</li>
 </ul> 
 
 
 Required Behavioral Competencies 
 
 <ul>
 <li>Attention to Detail: Displays exceptional attention to detail, ensuring accuracy and precision in all tasks and communications. Demonstrates a consistent commitment to following up with others to ensure that information is comprehensive and complete.</li>
 <li>Collaborating with Others: Ability to work collaboratively, both in formal and informal capacities, within one’s team and across the organization.</li>
 <li>Curiosity and Information Seeking: Demonstrates a natural inclination for curiosity and actively engages in personally investigating problems or situations. Willingness to learn about issues related to climate change and sustainability.</li>
 <li>Dealing with Ambiguity: Proficiently navigates change and adapts seamlessly. Capably makes decisions and acts even when the picture is not complete.</li>
 <li>Decisiveness &amp; Judgment: Demonstrates sound judgment by making well-considered decisions in moderately complex situations, even when information may be lacking. Recognizes the appropriate times to elevate decisions to a higher level.</li>
 </ul>
 <ul>
 <li>Flexibility: Displays the capability to adapt and function efficiently in a diverse range of situations, collaborating effectively with various individuals and groups.</li>
 </ul>
 <ul>
 <li>Initiative: Demonstrates proactive behavior and works independently, taking prompt action to achieve objectives. Exhibits timely responsiveness when faced with challenges and requires minimal prompting.</li>
 <li>Organizational Awareness: Exhibits the capacity to comprehend and grasp organizational relationships and dynamics, effectively utilizing this knowledge to attain objectives and goals.</li>
 <li>Planning, Prioritizing, and Multitasking: Skillfully identifies and categorizes assigned tasks according to their level of importance and urgency, requiring minimal supervision.</li>
 </ul> 
 
 Preferred Skills: 
 
 <ul>
 <li>Knowledge of Concur system and managing expense reports</li>
 <li>Buy@Duke policies and procedures for purchasing</li>
 <li>Independent thinker with a strong work ethic</li>
 <li>Good organizational and implementation skills along with problem solving and attention detailed required.</li>
 <li>Strong written and verbal communication skills are necessary.</li>
 <li>Demonstrate proficiency in the use of a range of software to perform business and operational tasks (e.g. MS Word, Excel, and PowerPoint, Zoom, Qualtrics, Outlook, and Box).</li>
 </ul> 
 
 
 <h3 class="jobSectionHeader">Required Qualifications at this Level</h3>
 <h4 class="jobSectionHeader">Education/Training</h4>
 Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary in a business-related field.
 <h4 class="jobSectionHeader">Experience</h4>
 Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. Or an equivalent combination of relevant education and/or experience.
 This job description intends 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. 
 
 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.
</div>


 Duke University:
 
  Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
 
 About the Nicholas Institute for Energy, Environment & Sustainability
 The Nicholas Institute for Energy, Environment & Sustainability at Duke University accelerates solutions to critical energy and environmental challenges, advancing a more just, resilient, and sustainable world. The Nicholas Institute conducts and supports actionable research and undertakes sustained engagement with policymakers, businesses, and communities—in addition to delivering transformative educational experiences to empower future leaders. The Nicholas Institute’s work is aligned with the Duke Climate Commitment, which unites the university’s education, research, operations, and external engagement missions to address the climate crisis.
 Working closely with Duke University schools and other units, the Nicholas Institute for Energy, Environment & Sustainability advances the university’s mission to build a more sustainable world by developing transformative educational experiences; galvanizing and conducting impactful research; and engaging with key decision makers at the global, national, state, and local levels.
 
 Diversity, equity, and inclusion are core values of the Nicholas Institute. We believe that the educational environment is enhanced when diverse groups of people with diverse ideas come together to learn. Applicants with a demonstrated commitment to issues of diversity in higher education are particularly encouraged to apply.
 
 Overall Division of Responsibilities
 
 This role provides comprehensive administrative support for various positions within the Nicholas Institute for Energy, Environment & Sustainability (NIEES). 50% of this person’s time will be spent on work related to the Education & Experiential Learning pillar of the institute. This role provides comprehensive administrative support for various positions within the Nicholas Institute for Energy, Environment & Sustainability (NIEES). 50% of this person’s time will be spent on work related to the Administrative team of the institute. Responsibilities include meeting coordination, record maintenance, database upkeep, event assistance, meeting minutes, and logistical support for the team. Collaboration with other Duke University and NIEES administrative roles is essential.
 
 Duties and Responsibilities
 Education (50%)
 Course Administration
 
  Monitor and manage course creation, and cross listing within the ENERGY and ENRGYEGR designations, and track participation in courses and programs.
  Schedule ENERGY and ENRGYEGR courses in CLSS according to the Office of the Registrar deadlines and expectations
  Keep records of student participation and progress in the Energy & Environment undergraduate certificate. Provide administrative support to faculty directors at Nicholas School and Pratt.
  Maintain university-wide Climate & Sustainability course list for each semester, to be shared across units, particularly within the Office of Climate & Sustainability.
  Attend Office of the Registrar, DUSA/DGSA meetings; facilitate relationships with other schedulers and coordinators across schools. Share relevant updates with the team.
  Collect energy-related syllabi and update NIEES website with relevant semesterly updates.
  Organize assessment data, specifically course evaluations and professor feedback.
 
 Student Outreach
 
  Collect and maintain records of student assistants and alumni.
  Facilitate communication between student interns and NIEES faculty and staff.
  Administer student feedback surveys at various points throughout the year. Aggregate and organize responses to be shared with NIEES staff.
  Provide logistical support for student intern events, including onboarding, lunch and learns, and mixers.
  Facilitate participation in Majors/Minors Fairs, Blue Devil Days, Orientations by organizing materials and reserving spaces as needed.
  Maintain database of Energy Internship Program alumni; help facilitate outreach as necessary.
 
 
 Administration (50%)
 Coverage related to financial transactions, calendar management, and other general administrative support for designees:
 
  Serve as a point person for submitting designated employees’ travel expense reports and reimbursements. Use assigned software to check and compare with source documents and bring significant issues, changes, errors or omissions to the attention of the administrative coordinator.
  Provide Director level calendar management support for one or more individuals, schedule and coordinate arrangements for seminars and conferences, appointments, meetings, lectures, classes and speaking engagements;attend meetings to provide information and serve as a resource person; answer questions concerning departmental or divisional activities and transmit instructions and/or information to and from staff members.
 
 Shared coverage of administrative team responsibilities with other staff assistants:
 
  Purchasing through Buy@Duke and procurement card as needed
  Serve as a scheduler for NIEES space (confirm reservations, alert facilities and parking of special events)
  Receive, welcome, and host visitors, students, staff and faculty to NIEES; assist with general inquiries and needs.
  Cover main desk area as needed (presence, hospitality, mail routing, etc.)
 
 
 
 Required Behavioral Competencies
 
 
  Attention to Detail: Displays exceptional attention to detail, ensuring accuracy and precision in all tasks and communications. Demonstrates a consistent commitment to following up with others to ensure that information is comprehensive and complete.
  Collaborating with Others: Ability to work collaboratively, both in formal and informal capacities, within one’s team and across the organization.
  Curiosity and Information Seeking: Demonstrates a natural inclination for curiosity and actively engages in personally investigating problems or situations. Willingness to learn about issues related to climate change and sustainability.
  Dealing with Ambiguity: Proficiently navigates change and adapts seamlessly. Capably makes decisions and acts even when the picture is not complete.
  Decisiveness & Judgment: Demonstrates sound judgment by making well-considered decisions in moderately complex situations, even when information may be lacking. Recognizes the appropriate times to elevate decisions to a higher level.
 
 
  Flexibility: Displays the capability to adapt and function efficiently in a diverse range of situations, collaborating effectively with various individuals and groups.
 
 
  Initiative: Demonstrates proactive behavior and works independently, taking prompt action to achieve objectives. Exhibits timely responsiveness when faced with challenges and requires minimal prompting.
  Organizational Awareness: Exhibits the capacity to comprehend and grasp organizational relationships and dynamics, effectively utilizing this knowledge to attain objectives and goals.
  Planning, Prioritizing, and Multitasking: Skillfully identifies and categorizes assigned tasks according to their level of importance and urgency, requiring minimal supervision.
 
 
 Preferred Skills:
 
 
  Knowledge of Concur system and managing expense reports
  Buy@Duke policies and procedures for purchasing
  Independent thinker with a strong work ethic
  Good organizational and implementation skills along with problem solving and attention detailed required.
  Strong written and verbal communication skills are necessary.
  Demonstrate proficiency in the use of a range of software to perform business and operational tasks (e.g. MS Word, Excel, and PowerPoint, Zoom, Qualtrics, Outlook, and Box).
 
 
 
 Required Qualifications at this Level
 Education/Training
 Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary in a business-related field.
 Experience
 Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. Or an equivalent combination of relevant education and/or experience.
 This job description intends 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.
 
 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.



Staff Assistant, Nicholas Institute for Energy, Environment & Sustainability - Duke University

Staff Assistant, Nicholas Institute for Energy, Environment & Sustainability

You need pre/post grant experience, a bachelor's degree, and preferred research/grants education. Complete specific training within six months and RAA certification within 12 months.

You will assist with proposal budgets and compliance, review applications, ensure timely submissions, manage awards, coordinate project close-outs, and provide compliance guidance.

<div>
 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. 
 
 Pre and/or post grant awards experience is essential. 
 
 This position will have an opportunity to work remotely. All Duke University remote workers must reside in one of the following states or districts: Arizona; California; Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia or Washington, DC.
 <div>
 
 
 OCCUPATIONAL SUMMARY 
 
 Performs pre- and/or award management activities for the Schools of Medicine and Nursing. Pre-award activities include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations, award review and set-up to facilitate appropriate long-term management. Award management activities include facilitating the progress of the sponsored project by reviewing prior approval requests, rebudgets, extensions, and managing the closeout process. 
 
 The successful candidate will be assigned either to pre-award or award management as a primary function, but will be crossed trained to provide coverage for the other. 
 
 WORK PERFORMED 
 
 Proposal Review and Approval 
 
 <ul>
 <li>Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies, and Federal regulations.</li>
 <li>Review applications for institutional risk issues, accuracy, correct rates, and allowability of items proposed. Facilitate changes when issues are identified.</li>
 <li>Review the application to ensure that non-central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project.</li>
 <li>Ensure that all required documentation for subcontractors is complete prior to submission of the proposal.</li>
 <li>Review the proposal to ensure the completed proposal package meets sponsor submission standards, including electronic system requirements for each sponsor.</li>
 <li>Ensure that applications are submitted in a timely manner.</li>
 </ul> 
 
 Award Review and Set-up 
 
 <ul>
 <li>Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc. Communicate with the project’s PI or designated administrator on issues related to the award.</li>
 <li>Request and review revised budgets if needed.</li>
 <li>Review award and project for compliance requirements.</li>
 <li>Initiate/approve account set-up for new projects.</li>
 <li>Process awards in a timely manner; notify TBS of new awards and notify department administrators that an award has been received.</li>
 </ul> 
 
 Award Management 
 
 <ul>
 <li>Act as a liaison between sponsors and investigators during a project to resolve issues or make prior approval requests.</li>
 <li>Communicate with the project’s PI or designated administrator on award issues.</li>
 <li>Review rebudgets, CAS, no-cost extensions, carryover requests, closeout requests, prior approval requests, residual balance requests and other award management actions.</li>
 <li>Coordinate and review project close-out.</li>
 </ul> 
 
 Miscellaneous Duties as Assigned 
 
 <ul>
 <li>Keep up-to-date of changes involving internally and externally imposed policies and procedures.</li>
 <li>Act as a resource for any compliance questions/issues using existing knowledge, experience and available resources (e.g., sponsor regulations, University policies) for supporting and/or providing guidance within ORA and the SOM’s research community.</li>
 <li>Special projects/initiatives as identified by department leadership.</li>
 </ul> 
 
 MINIMUM QUALIFICATIONS
 </div> 
 
 Education 
 
 Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. 
 
 Research or grants education and/or certification is preferred. 
 
 Training 
 
 Successful completion of required department training such as GC101&amp; 201 Introduction to Research, Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required. 
 
 Successful completion of the Research Administration Academy (RAA) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date.
 The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review. 
 
 Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification by completing continuing education requirements. 
 
 Experience 
 
 No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific. 
 
 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.
</div>


 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.
 
 Pre and/or post grant awards experience is essential.
 
 This position will have an opportunity to work remotely. All Duke University remote workers must reside in one of the following states or districts: Arizona; California; Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia or Washington, DC.
 
  
  
  OCCUPATIONAL SUMMARY
  
  Performs pre- and/or award management activities for the Schools of Medicine and Nursing. Pre-award activities include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations, award review and set-up to facilitate appropriate long-term management. Award management activities include facilitating the progress of the sponsored project by reviewing prior approval requests, rebudgets, extensions, and managing the closeout process.
  
  The successful candidate will be assigned either to pre-award or award management as a primary function, but will be crossed trained to provide coverage for the other.
  
  WORK PERFORMED
  
  Proposal Review and Approval
  
  
   Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies, and Federal regulations.
   Review applications for institutional risk issues, accuracy, correct rates, and allowability of items proposed. Facilitate changes when issues are identified.
   Review the application to ensure that non-central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project.
   Ensure that all required documentation for subcontractors is complete prior to submission of the proposal.
   Review the proposal to ensure the completed proposal package meets sponsor submission standards, including electronic system requirements for each sponsor.
   Ensure that applications are submitted in a timely manner.
  
  
  Award Review and Set-up
  
  
   Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc. Communicate with the project’s PI or designated administrator on issues related to the award.
   Request and review revised budgets if needed.
   Review award and project for compliance requirements.
   Initiate/approve account set-up for new projects.
   Process awards in a timely manner; notify TBS of new awards and notify department administrators that an award has been received.
  
  
  Award Management
  
  
   Act as a liaison between sponsors and investigators during a project to resolve issues or make prior approval requests.
   Communicate with the project’s PI or designated administrator on award issues.
   Review rebudgets, CAS, no-cost extensions, carryover requests, closeout requests, prior approval requests, residual balance requests and other award management actions.
   Coordinate and review project close-out.
  
  
  Miscellaneous Duties as Assigned
  
  
   Keep up-to-date of changes involving internally and externally imposed policies and procedures.
   Act as a resource for any compliance questions/issues using existing knowledge, experience and available resources (e.g., sponsor regulations, University policies) for supporting and/or providing guidance within ORA and the SOM’s research community.
   Special projects/initiatives as identified by department leadership.
  
  
  MINIMUM QUALIFICATIONS
 
 
 Education
 
 Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
 
 Research or grants education and/or certification is preferred.
 
 Training
 
 Successful completion of required department training such as GC101& 201 Introduction to Research, Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required.
 
 Successful completion of the Research Administration Academy (RAA) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date.
 The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review.
 
 Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification by completing continuing education requirements.
 
 Experience
 
 No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific.
 
 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.



Research Administrator - Duke University

United States

Research Administrator

You must have strong communication skills, experience in fundraising, database management, and project management, plus a Bachelor's degree or equivalent experience. Weekend/evening work may be required.

You will strategize alumni solicitation, expand giving programs, oversee donor communications, collaborate on fundraising, manage data, and support departmental fundraising efforts.

<div>
 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.
 
 
 OCCUPATIONAL SUMMARY
 
 
 Reports to the Director for Constituency and Pipeline Development and leads the annual giving program for residency alumni, fellows, MD/PhD alumni and alumni for the Physician Assistant Program, Doctor of Physical Therapy and any other degree bearing programs. This position will develop and maintain productive relationships with faculty, program directors, communicators, and financial managers, enhance data integrity for these programs and develop processes for uploading information on alumni. Ensure that coding is done correctly so that appropriate outreach and benchmarking can be achieved for these special constituencies. This position will also be responsible for individual donor outreach related to solicitation, renewal, and stewardship.
 
 
 WORK PERFORMED
 
 
 House Staff/Departmental, Physician Assistant, Doctor of Physical Therapy, MD/Ph.D. Annual Giving Program and other special constituencies – 80%
 
 
 <ul>
 <li>Create, develop and oversee strategy for direct mail appeals and annual solicitations of alumni through departmental giving programs.</li> 
 <li>Expand annual giving program to new and currently not served constituencies.</li> 
 <li>Create and develop new donor acquisition programs to increase annual giving donors and dollars to unrestricted or student support funds for departments within the School of Medicine, Physician Assistant Program and Doctor of Physical Therapy Program.</li> 
 <li>Design and implement personal, mail, phone and email solicitations and communications to inform, solicit and recognize donors.</li> 
 <li>Pull weekly gift reports and distribute to partnering programs for cultivation, thank-you letter, and stewardship purposes.</li> 
 <li>In conjunction with the departments and programs, develop a stewardship program and implement from our office as needed.</li> 
 <li>Develop an annual giving calendar for special constituency programs to strategically drive maximum results and work with the Director and colleagues across departments and programs to ensure the annual giving calendar coordinates with the comprehensive alumni communications plan and calendar for their respective departments or program. Also, ensuring that we are keeping up-to-date on any communications or events they have for the alumni.</li> 
 <li>Develop and produce benchmarking reports and lead efforts to analyze results for internal tracking and future planning purposes for programs and departments.</li> 
 <li>Collaborate with Major Gift Officers and Planned Giving Officers on pipeline development and refer prospects where appropriate.</li> 
 <li>Partner with Davison Club Director for cultivation, stewardship, and solicitation of leadership annual giving prospects. </li>
 <li>Manage special fundraising initiatives, which may include consortium gifts and “mini campaigns.”</li> 
 <li>Build and manage a prospect portfolio of annual giving donors. </li>
 <li>Partner with communications and alumni relations staff to develop the best content and messaging for direct mail appeals.</li> 
 <li>Work to pull and clean all data needed for direct mail appeals and work with data colleagues in DHDAA and DAED as needed.</li> 
 <li>Manage and coordinate online giving and tracking of gifts given online.</li> 
 <li>Design and modify annual giving materials for departments and programs.</li> 
 <li>Assist each department and program with development related web pages and online giving options coordinated through our Communications Department and Central Development.</li> 
 <li>Partner with Alumni Affairs to find ways to tie in house staff, PA and DPT alumni for any regional alumni events and be the liaison between the School of Medicine Alumni Affairs Office and their alumni affairs departments.</li> 
 <li>Ensure that all alumni data is up-to-date and complete in DADD.</li>
 </ul>
 
 
 Program Administration – 20%
 
 
 <ul>
 <li>Represent Annual Giving interests to SOM Departments and PA and DPT Programs.</li> 
 <li>Manage Assistant Director of Constituency &amp; Pipeline Development</li> 
 <li>Monitor and track progress of projects.</li> 
 <li>Assist with mailings as needed for reunions, alumni weekend and medical annual fund.</li> 
 <li>Assist with planning, marketing, soliciting, writing, design and stewardship for departments and programs.</li>
 </ul>
 
 
 Perform related duties as requested.
 
 
 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.
 
 
 DEPARTMENTAL PREFERENCES/SKILLS
 
 
 <ul>
 <li>Exceptional interpersonal, oral, and written communication skills.</li> 
 <li>Strong computer skills, including database management, word processing and spreadsheets. </li>
 <li>Knowledge of DADD a plus. </li>
 <li>Analytical and organizational skills a must. </li>
 <li>Self-motivated and committed to continuous improvement. </li>
 <li>Ability to adhere to deadlines while managing multiple projects simultaneously.</li> 
 <li>Open to trying new ideas, pilot testing concepts, analyzing results and making course corrections. </li>
 <li>Experience with mail/phone/email strategies and direct gift solicitation. </li>
 <li>Some weekend/evening work required.</li>
 </ul>
 
 <div> 
 
 MINIMUM QUALIFICATIONS
 </div>
 
 
 Education
 
 
 Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor's degree program.
 
 
 Experience
 
 
 Work generally requires five years of annual giving or a related field providing experience in fund raising strategies and activities.
 
 
 OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.
</div>


 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.
  
  
 OCCUPATIONAL SUMMARY
  
  
 Reports to the Director for Constituency and Pipeline Development and leads the annual giving program for residency alumni, fellows, MD/PhD alumni and alumni for the Physician Assistant Program, Doctor of Physical Therapy and any other degree bearing programs. This position will develop and maintain productive relationships with faculty, program directors, communicators, and financial managers, enhance data integrity for these programs and develop processes for uploading information on alumni. Ensure that coding is done correctly so that appropriate outreach and benchmarking can be achieved for these special constituencies. This position will also be responsible for individual donor outreach related to solicitation, renewal, and stewardship.
  
 
 WORK PERFORMED
  
  
 House Staff/Departmental, Physician Assistant, Doctor of Physical Therapy, MD/Ph.D. Annual Giving Program and other special constituencies – 80%
  
  
 
  Create, develop and oversee strategy for direct mail appeals and annual solicitations of alumni through departmental giving programs. 
  Expand annual giving program to new and currently not served constituencies. 
  Create and develop new donor acquisition programs to increase annual giving donors and dollars to unrestricted or student support funds for departments within the School of Medicine, Physician Assistant Program and Doctor of Physical Therapy Program. 
  Design and implement personal, mail, phone and email solicitations and communications to inform, solicit and recognize donors. 
  Pull weekly gift reports and distribute to partnering programs for cultivation, thank-you letter, and stewardship purposes. 
  In conjunction with the departments and programs, develop a stewardship program and implement from our office as needed. 
  Develop an annual giving calendar for special constituency programs to strategically drive maximum results and work with the Director and colleagues across departments and programs to ensure the annual giving calendar coordinates with the comprehensive alumni communications plan and calendar for their respective departments or program. Also, ensuring that we are keeping up-to-date on any communications or events they have for the alumni. 
  Develop and produce benchmarking reports and lead efforts to analyze results for internal tracking and future planning purposes for programs and departments. 
  Collaborate with Major Gift Officers and Planned Giving Officers on pipeline development and refer prospects where appropriate. 
  Partner with Davison Club Director for cultivation, stewardship, and solicitation of leadership annual giving prospects. 
  Manage special fundraising initiatives, which may include consortium gifts and “mini campaigns.” 
  Build and manage a prospect portfolio of annual giving donors. 
  Partner with communications and alumni relations staff to develop the best content and messaging for direct mail appeals. 
  Work to pull and clean all data needed for direct mail appeals and work with data colleagues in DHDAA and DAED as needed. 
  Manage and coordinate online giving and tracking of gifts given online. 
  Design and modify annual giving materials for departments and programs. 
  Assist each department and program with development related web pages and online giving options coordinated through our Communications Department and Central Development. 
  Partner with Alumni Affairs to find ways to tie in house staff, PA and DPT alumni for any regional alumni events and be the liaison between the School of Medicine Alumni Affairs Office and their alumni affairs departments. 
  Ensure that all alumni data is up-to-date and complete in DADD.
 
  
  
 Program Administration – 20%
  
  
 
  Represent Annual Giving interests to SOM Departments and PA and DPT Programs. 
  Manage Assistant Director of Constituency & Pipeline Development 
  Monitor and track progress of projects. 
  Assist with mailings as needed for reunions, alumni weekend and medical annual fund. 
  Assist with planning, marketing, soliciting, writing, design and stewardship for departments and programs.
 
  
  
 Perform related duties as requested.
  
  
 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.
  
  
 DEPARTMENTAL PREFERENCES/SKILLS
  
  
 
  Exceptional interpersonal, oral, and written communication skills. 
  Strong computer skills, including database management, word processing and spreadsheets. 
  Knowledge of DADD a plus. 
  Analytical and organizational skills a must. 
  Self-motivated and committed to continuous improvement. 
  Ability to adhere to deadlines while managing multiple projects simultaneously. 
  Open to trying new ideas, pilot testing concepts, analyzing results and making course corrections. 
  Experience with mail/phone/email strategies and direct gift solicitation. 
  Some weekend/evening work required.
 
  
  
  
  MINIMUM QUALIFICATIONS
 
  
  
 Education
  
  
 Work requires communications, analytical and organizational skills generally acquired through completion of a Bachelor's degree program.
  
  
 Experience
  
  
 Work generally requires five years of annual giving or a related field providing experience in fund raising strategies and activities.
  
  
 OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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.



Associate Director, School of Medicine Constituency & Pipeline Development - Duke University

Associate Director, School of Medicine Constituency & Pipeline Development

You need strong organizational skills, multitasking ability, excellent communication, customer service, teamwork, and proficiency in Microsoft Office. College education and 4 years of relevant experience required.

You will provide administrative support, manage meetings and travel, handle expenses, prepare reports and materials, maintain records, and assist with special projects and communication tasks.

<div>
 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.
 
 
 <div>
 OCCUPATIONAL SUMMARY
 
 
 Provide high level administrative support for the Executive Director of Volunteer and Constituency Engagement, The Director of Faculty and Provider Engagement, and the Executive Director of Development, Duke Health Clinical Services to enhance day to day operations by serving as first point of contact for internal and external customers, submitting prospect and donor research and communication requests, preparing reports, handling information requests, staffing meetings and trainings as needed, and performing clerical functions such as preparing correspondence and scheduling meetings. In addition, this role will manage and complete special projects in support of the philanthropic goals of Duke Health, maintain confidential files and information, and demonstrate sound judgment when dealing with sensitive issues including donor and prospect records.
 
 
 WORK PERFORMED
 
 
 <ul>
 <li>Position will report to the Executive Director of Volunteer and Constituency Engagement, Duke Health Development and Alumni Affairs and provide administrative support for this position, the Director of Faculty and Provider Engagement, and the Executive Director of Development, Duke Health Clinical Services. </li>
 <li>Prepare for meetings and tasks by providing necessary agendas and supporting materials for use in meetings. Schedule meetings, arrange appointments, and confirm meetings and appointments, including notification of all attendees, correspondence and location.</li> 
 <li>Manage the expense report process including monitoring of expenses and work in SAP. Clear all corporate card charges and processing of online expense reports.</li> 
 <li>Prepare materials for faculty engagement trainings and board and council meetings including PowerPoint presentations.</li> 
 <li>Draft appropriate support materials for the three directors’ follow-up. Including, but not limited to, acknowledgement letters, stewardship reports, briefing documents and proposals. Partner with the Stewardship team and other teams across Duke Health Development and Alumni Affairs, as needed.</li> 
 <li>Entering and pulling data into and from the DADD and Salesforce databases in a timely fashion, as requested. Including, but not limited to entering moves, logging a call, and pulling lists of donors/ prospects for events and mailings.</li> 
 <li>Serve as a primary point person for travel reservations; arrange travel and meetings/visits with individuals, prospects and donors; make reservations for air, ground, hotel and donor/prospect meals, functions. Prepare itinerary and distribute as deemed appropriate.</li> 
 <li>Order supplies and materials as needed.</li>
 </ul>
 
 
 Other related duties as assigned.
 
 
 DEPARTMENT PREFERENCES &amp; SKILLS
 
 
 <ul>
 <li>Self-starter with excellent organizational skills that demonstrate ability to set priorities, develop work schedule, and meet deadlines while managing multiple projects</li> 
 <li>Demonstrated ability to work efficiently, effectively, and accurately in a fast paced and complex organization</li> 
 <li>Ability to multitask while maintaining accuracy and a strong commitment to attention to detail</li> 
 <li>Excellent written and verbal communication skills that reflect ability to write clearly and without error and speak in a professional and articulate manner</li> 
 <li>Customer service skills that demonstrate the ability to anticipate, understand, and respond to the needs of both internal and external clients</li> 
 <li>Strong commitment to team environment with the ability to self-direct and work independently</li> 
 <li>Ability to identify problems and generate possible solutions</li> 
 <li>Flexibility to adjust to address pressing needs as they develop</li> 
 <li>Flexibility in work hours to accommodate some evening and weekend events and occasional general overtime.</li> 
 <li>Computer experience and proficiency in Microsoft Word and Excel; Experience with Access, PowerPoint and Publisher a plus.</li>
 </ul>
 
 
 The above statements describe the general nature and level of work being performed by individuals assigned to this intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
 </div>
 
 
 MINIMUM QUALIFICATIONS
 
 
 Education
 
 
 Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support 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.
 
 
 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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 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.
  
  
 
  OCCUPATIONAL SUMMARY
   
   
  Provide high level administrative support for the Executive Director of Volunteer and Constituency Engagement, The Director of Faculty and Provider Engagement, and the Executive Director of Development, Duke Health Clinical Services to enhance day to day operations by serving as first point of contact for internal and external customers, submitting prospect and donor research and communication requests, preparing reports, handling information requests, staffing meetings and trainings as needed, and performing clerical functions such as preparing correspondence and scheduling meetings. In addition, this role will manage and complete special projects in support of the philanthropic goals of Duke Health, maintain confidential files and information, and demonstrate sound judgment when dealing with sensitive issues including donor and prospect records.
   
   
  WORK PERFORMED
   
   
  
   Position will report to the Executive Director of Volunteer and Constituency Engagement, Duke Health Development and Alumni Affairs and provide administrative support for this position, the Director of Faculty and Provider Engagement, and the Executive Director of Development, Duke Health Clinical Services. 
   Prepare for meetings and tasks by providing necessary agendas and supporting materials for use in meetings. Schedule meetings, arrange appointments, and confirm meetings and appointments, including notification of all attendees, correspondence and location. 
   Manage the expense report process including monitoring of expenses and work in SAP. Clear all corporate card charges and processing of online expense reports. 
   Prepare materials for faculty engagement trainings and board and council meetings including PowerPoint presentations. 
   Draft appropriate support materials for the three directors’ follow-up. Including, but not limited to, acknowledgement letters, stewardship reports, briefing documents and proposals. Partner with the Stewardship team and other teams across Duke Health Development and Alumni Affairs, as needed. 
   Entering and pulling data into and from the DADD and Salesforce databases in a timely fashion, as requested. Including, but not limited to entering moves, logging a call, and pulling lists of donors/ prospects for events and mailings. 
   Serve as a primary point person for travel reservations; arrange travel and meetings/visits with individuals, prospects and donors; make reservations for air, ground, hotel and donor/prospect meals, functions. Prepare itinerary and distribute as deemed appropriate. 
   Order supplies and materials as needed.
  
   
   
  Other related duties as assigned.
   
   
  DEPARTMENT PREFERENCES & SKILLS
   
   
  
   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 proficiency in Microsoft Word and Excel; Experience with Access, PowerPoint and Publisher a plus.
  
   
   
  The above statements describe the general nature and level of work being performed by individuals assigned to this intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
 
  
  
 MINIMUM QUALIFICATIONS
  
  
 Education
  
  
 Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support 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.
  
  
 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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