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Staff Associate, Office of Gift Planning


Duke University Development Office

Level 9

General Administrative Support and Departmental Coordination

Provide direct administrative support to the Assistant Vice President of Gift Planning and two Associate Directors of Gift Planning.  Coordinate meetings/calendars, travel, correspondence, and appropriate gift entry in a timely manner according to departmental standards.  Maintain divisional or departmental files, reports, manuals, directives and correspondence required for reference and efficient operation of division or department.  Draft Gift Policy Committee submissions and keep records of Committee decisions.  Represent Gift Planning in various meetings such as Office Committee, Finance Monthly Meeting, etc.    Assist with meeting notes as necessary.  Screen and route mail and documents; determine which to respond to or which to share with others based on content of communication and knowledge of departmental programs and activities.  Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations. 

Support AVP’s and Associate Directors’ Travel for Solicitation

Arrange for and schedule appointments and meetings for staff members for development purposes; prepare materials and make arrangements for all travel; prepare necessary documents for staff members' use in meetings.

Coordinate gift planning development trips while staying in budget. Travel arrangements include: call lists, donor outreach, establishing the itinerary, and making flight and hotel arrangements. Anticipate and identify appropriate supporting documentation and briefing materials for trips. Prepare and distribute itineraries, contact reports and trip reports.  Facilitate communication about departmental travel efforts. Add gift officer travel to University calendar. 

Coordinate travel and registration for conferences.

Assist with tracking outreach (Master Call List) and entering documentation (Moves and Solicitations) into donor database. 

Track all donor interaction and plans for future interaction (including prioritization, notes and next steps) in Master Call Lists.  Ensure that records of prospects and donors are accurate for complex planned gifts. Collaborate with colleagues as necessary for clarification. Prepare endowment drafts and coordinate with Endowment office. Coordinate correspondence and delivery to/receipt from donor.

Financial / Budget

Clear all charges and invoices according to departmental and university standards.  Maintain appropriate records for documentation requirements. Accumulate relevant receipts and back-up documentation for preparation of expense reports; coordinate with budget office and Gift Planning staff for timely receipt of and sign-off of expense reports and reimbursements.  Assist AVP with budget projections and budget forecasting for Gift Planning. 


  • Proficiency in Microsoft Office Programs: Calendar, Excel, Word, PowerPoint.
  • Demonstrated ability to work with a database, including entering data, retrieving it, sorting it and providing baseline analysis.
  • Professional etiquette in phone calls and emails with a wide variety of constituents (donors, fellow staff, etc.)

Behavioral Competencies:


Goal and Task Management

Financial Acumen

Expressing Ideas Orally and in Writing


Attention to Detail

Planning, Prioritizing, and Multitasking


Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.



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.




Please submit cover letter and resume to Please put “Staff Assistant Gift Planning” in the subject line.