Assistant to the Chair & Finance

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.

 

Assistant to the Chair

• Maintain Chair’s calendar (initiate, create, and respond to appointments as needed)
• Maintain and update departmental committee listings
• Compile annual reports, CVs, and course evaluations for all faculty
• Gather and maintain all leave requests and approvals (check eligibility on requests)
• Create and maintain all meeting schedules (department, executive, officers, retreat, etc.)
• Handle daily issues as they arise with good judgement accurately and expeditiously
• Maintain strict confidentiality and have a good sense of department’s culture
• This is a hybrid position

 

Finance and Procurement

• Corporate Cards: Process and monitor corporate card expenses; follow up with card holders to ensure all deadlines are met
• Travel and Miscellaneous Reimbursements: Process, review, and submit expense report for reimbursement in Concur
• Process payments to guest speakers (travel reimbursements, honorariums, etc.) electronically via AP Check Request
• Process vendor payments via electronic purchase order in Buy@Duke
• Stay updated and informed on all financial policies and procedures, and related technologies, including Buy@Duke, Concur, AP Check Request and SAP
• Assist DBM with reconciling financial statements

 

Departmental

• Faculty: Update and maintain records on Independent Study Credits to cash in for course releases (confidential running totals)
• EC Elections: Create nominating and final ballots, determine who is eligible, maintain confidential final results, notify faculty of new committees
• Key Control Manager – Securely store keys and manage distribution to room occupants, ensuring sign-out forms are completed and signed.  Ensure keys are collected when room use is no longer needed, such as when students graduate.  Work with business manager to develop a firm plan to prevent key loss.
• Plan and organize departmental events, which may include creating and sending invitations, tracking RSVPs, room reservations, ordering food and beverages, purchasing miscellaneous other supplies, set up and clean up. 
• Reserve meeting rooms and order catering for department meetings, faculty retreat, and other business meetings.
• Departmental Contact: Monitor the History@Duke email box, forwarding messages or responding directly as appropriate.  Send event announcements and other departmental communications from History@Duke to broad audiences

 

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 secretarial science or a related business field.

Experience

Work generally requires three 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 and equivalent combination of education and relevant experience.

 

Job Code: 00000148 STAFF ASST
Job Level: 08

 

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 collectivesuccess 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 Universityand Duke University Health System may include essential job functions that require specific physical and/or ment