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.

Occupational Summary

This position serves as the lead procurement & administrative manager for the Sanford School. This position directly supervises a team of staff assistants and provides front-line financial & operational support to school faculty and staff. This position reports to the Director of Finance.

Procurement Management

• Functions as the School Administrator of procurement systems such as Concur, AP Check Request, Buy @ Duke, and Duke Corporate Cards. This involves managing system architecture, training, & policies.
• Timely review of procurement system workflow requiring Dean's Office approvals.
• Manages school interactions with the Duke Cashier Office & processes cash/check transactions.
• Manages the copy card system & interfaces with the Duke Card Office to ensure accuracy.
• Manages the school Telcom credit card and transactions.
• Provides direct procurement & administrative support to a select number of faculty & staff.

Administrative Management

• Directly supervises front–line staff assistants who provide primary procurement & administrative support to school faculty & staff. This includes all personnel actions related to these positions.
• Manages faculty administrative staff assignments.
• Manages school mail room practices & policies.
• Interfaces with school vendors regarding delivery & payment logistics.
• Manages school parking visitor permit process. Interfaces with Duke Office of Parking & Transportation on policies, enforcement & logistics. Provides timely & professional communication on parking issues to the school community.
• Oversight of school office supply cabinets & restocking.
• Serves on the administrative & training team for the University course & learning management system ‘Canvas’.
• Oversight of meal logistics for faculty & staff meetings.

Financial Oversight

• Participates in fiscal ‘year-end close’ processes to ensure that fund balances & transactions are reconciled as needed.
• Processes SAP Journal Vouchers as needed & reviews work flowed Journal Voucher entries.
• Provides SAP Fund Code & Transaction reviews as needed.
• Manage faculty financial commitments for teaching & research.
• Manages school memberships & professional associations.
• Participates and/or leads ad-hoc workgroups convened for deeper analysis related to school-based programs.
• Prepares ad hoc reports and analysis for the Dean's Office and department business managers as needed.

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.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status.

Education/Training

Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 2 years of related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles, and coordination of major office activities.

A master's degree in a business-related field may be substituted for 2 years of experience.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.

In addition, the successful candidate will possess the following qualities/attributes:

Has a demonstrated proficiency in financial & administrative management, communication skills, Microsoft Office Excel / Excel Add-Ons and other general Office systems.

Develops professional relationships with internal and external financial stakeholders and demonstrates a high level of trustworthiness, accuracy and confidentiality.

Is a self-starter, who follows through on details, and works and communicates well in a team environment.

Has excellent writing, editing, and communication skills.

MINIMUM QUALIFICATIONS

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 2 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities. 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.