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OPERATIONS COORDINATOR, DUKE SCHOOL OF NURSING

Company: Duke University School of Medicine
Location: Wilmington
Posted on: November 27, 2022

Job Description:

School of Nursing Established in 1931, Duke University School of Nursing is among the top-ranked of the nation's nursing schools. The school is proud of its overarching commitment to educating the next generation of nurse leaders and advancing the roleof nurses and nursing in the transformation of health care and in the expansion of health equity. The School of Nursing has an inclusive and diverse community that supports the professional goals of its students, faculty, and staff as they pursue excellence. Comprised of 1,600 faculty, staff, instructors, and students, the Duke University School of Nursing, Duke University School of Medicine, and Duke University Health System are a part of Duke Health. The Duke University Health System is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a network of health services. It encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.NOTE - Please submit both a cover letter and resume when applying. Duke University School of NursingJob DescriptionHR Title: Operations CoordinatorJob Code: 2835Job Level: 11GeneralThis position manages and coordinates operational and administrative activities for the Office of Development and Alumni Affairs to ensure effective support of all functions that impact the successful delivery of the fundraising and engagement missions. Duties include coordination of specialized stewardship correspondence with donors, gift processing, budget management, management of data tracking and reporting systems, coordination of and support for meetings with external volunteers, donors, and Duke University and Health System leaders. This position also interfaces with development and alumni affairs colleagues in Duke University and Duke Health and is responsible for managing duties of a complex and highly confidential nature. SupervisorThis position reports to the Associate Dean for Development and Alumni Affairs, Duke University School of Nursing.WORK PERFORMEDStewardship and Data Management (60%)

  • Manage implementation of the stewardship matrix and independently draft and prepare error-free written correspondence and reports to donors, ensuring factual accuracy in documents such as gift acknowledgement letters, gift agreements, e-mails, internal call reports, budgetary and contributions reports.
  • Manage, access and update data for gift and biographical tracking and reporting systems to support the cultivation, solicitation and stewardship of alumni and donors.
  • Manage requests and manipulate complex data/lists from the alumni and donor database (DADD) to support all engagement and prospect cycle functions.
  • Receive and manage gift and pledge agreement transmittals from donors, ensuring that such commitments are properly recorded, and data is accurately updated in DADD; communicate directly with donors to respond to inquiries.
  • Develop specialized acknowledgement templates on an annual or as-needed basis and manage weekly gift acknowledgement process as outlined in the stewardship matrix process; manage exceptions as well as the gift acknowledgments to leaders; support stewardship of endowments and the Bessie Baker Society.
  • Independently manage stewardship projects as requested.Budget and Operations Management (20%)
    • Maintain, review, and reconcile office budgets, draft budgetary projections and recommendations for annual budget request.
    • Process expenditures in an accurate and timely manner and reconcile against established budget. Manage all aspects of travel reimbursements and reconciliation of procurement card purchases.
    • Manage arrangements for development and engagement travel, purchase supplies, and interact with vendors to support fundraising and engagement priorities, ensuring availability of budgeted funds.
    • Perform complex, diverse, and confidential activities for Associate Dean for Development and Alumni Affairs; provide operational support for team members.
    • Organize and maintain departmental files, records, reports and correspondence required for efficient and effective operation of department.
    • Present a professional and competent image for the Office of Development and Alumni Affairs to internal customers and to external constituencies. Answer questions, provide accurate information, and use discretion and mature judgment. Special Events and Meetings (20%)
      • Develop and track donor and engagement event timelines and tasks; determine appropriate space needs and reserve rooms, make catering arrangements and communicate details to attendees.
      • Schedule recurring meetings and other virtual and in-person meetings as needed with internal leaders, external donors, prospects and volunteers, coordinating across multiple schedules and effectively prioritizing requests.
      • Manage arrangements for bi-annual meetings of two external volunteer boards; draft agendas and other meeting materials, ensuring all are complete and organized. Communicate to volunteer leaders and participants as needed in a highly effective and professional manner. Take minutes and produce in a timely fashion.
      • Perform other duties as assigned.Minimum QualificationsEducationWork requires analytical, communications and organizational skills generally acquired through completion of an Associate's degree program.Experience: Work requires three years of relevant experience and a broad knowledge of analytical, communications, organizational and accounting principles and practices OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OREXPERIENCEDepartment Education and Experience Preferences
        • Bachelor's degree preferred.
        • Experience in a development or alumni affairs setting.
        • Five or more years of experience preferred.Demonstrated knowledge and skills:
          • Superior written, verbal and interpersonal communication skills; excellent customer service attitude
          • Data management and reporting skills with demonstrated ability to use database tools to extract, organize and report complex and confidential data
          • Critical thinking skills
          • Ability to work both independently and as a cooperative team member
          • Highly developed organizational skills with attention to detail
          • Effective time management, especially the ability to flex effort with changes in the workflow
          • Ability to manage multiple projects/assignments and collaborate with multiple project managers in a fast-paced, deadline-oriented environment
          • Able to develop effective working relationships with diverse individuals/groups
          • Ability to work with sensitive information and maintain strict confidentiality
          • Proficient in Microsoft Office and database software
          • Budget Management
          • Project Management
          • Problem solving and prioritization skillsDuke 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.

Keywords: Duke University School of Medicine, Wilmington , OPERATIONS COORDINATOR, DUKE SCHOOL OF NURSING, Healthcare , Wilmington, North Carolina

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