Staff Assistant, Business Intelligence, Duke Alumni Engagement and Development

 

 

Staff Assistant to AVP Business Intelligence, AED

 

Occupational Summary

 

Perform organizational and administrative duties of a complex and confidential nature in support of departmental or divisional activities. Position provides support to the Assistant Vice President, Business Intelligence & Decision Support. 

 

Essential Job Functions

 

Managing AVP’s Complex Calendar

• Maintain complex calendar, working with colleagues across the division and university to schedule meetings.
• Proactively initiate regular meeting schedules with division and university leadership, internal staff members, direct reports and external groups or individuals.
• Manage and protect AVP’s time, ensuring sufficient time for meeting and speaking preparation, project development, travel, and other duties.
• Transmit instructions and/or information to and from staff members.
• Serve as liaison with internal and external agencies; make proper referrals as necessary.

 

  SPECIAL PROJECTS ASSISTANCE

• Prepare and edit reports, meeting minutes, and other documents related to specific programs that fall within the AVP’s oversight.
• Compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data.
• Update lists and documents contained in Duke Box and related tools to store and share materials.
• Answer questions from colleagues’ university- wide regarding documents, upcoming meetings, agenda items on behalf of the AVP and/or in the AVP’s absence.
• Draft confidential email, correspondence, reports and memos for the AVP as needed.
• Attend and take notes at meetings as necessary, including those with university leadership.

 

DEPARTMENT BUDGET ADMINISTRATION

• Coordinate Business Intelligence team budget, including updating and maintaining department budget spreadsheets and other documents.
• Coordinate expense tracking and provide updates to AVP, finance/budget teams as needed.
• Reconcile receipts to staff spending statements and process vendor invoices/reimbursements.
• Make recommendations for efficient departmental operation and train/update staff on their responsibilities with procurement card and budget procedures
• Serve as Transactional Initiator for Business Intelligence
  • Participate in required trainings and become proficient in SAP, Duke G/L accounts, SAP journal entries, online check requests, Buy@ Duke, AP check requests, Purchase Orders, SAP account reconciliation, Concur.  Repeat classes as necessary.
  • Process invoices / expenses on behalf of department for budgeted projects, programs, events and activities.  Utilize the following to process these transactions:
    • Buy@Duke – Create shopping carts to set up purchase orders
    • Online Check requests – Pay invoices with online check request
    • Concur – Corporate Card Charges – Submit all concur expense reports through the workflow by required deadline (10 days prior to the 15th duke date of each month)
  • Perform account reconciliation activities
    • Confirm that all expenses charged to departmental cost center belong to your department and are charged to the correct general ledger This is done by: reviewing expenses on SAP R/3, creating and processing journal vouchers if expenses need to be corrected, and uploading your fiscal year reconciliation packets to Box AED folder
  • Perform all these duties for your designated cost center, and cross cover for other cost centers as requested. 
  • Serve as a mentor to other DAED Transactional Initiators
  • Participate in educational retreats and meetings as requested by DAED Finance.

 

MEETING PLANNING AND PREPARATION

• Schedule, plan and coordinate meetings, proactively and independently anticipate the AVP ‘s needs
• Compile emails, documents and other information to prepare agendas, prepare materials, power point presentations, and other documents for meetings and proactively distribute such materials prior to meetings if necessary.
• Secure meeting locations and ensure technical needs are met for meetings.  Prepare necessary documents for use in meetings; may attend meetings to take minutes or provide information as requested.
• Advise or direct clerical personnel in the department; make work assignments and review work for accuracy and completeness.

 

General Administrative Duties

• Provide answers to questions concerning departmental or divisional activities.
• Serve as a key member of the Business Intelligence team and take on additional assignments as needed in support of the rest of the Business Intelligence team.
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