Staff Assistant, Marketing, Communications & Stewardship, Duke Alumni Engagement and Development

 

Staff Assistant, Marketing, Communications & Stewardship (MCS), Duke Alumni Engagement and Development (AED).

 

Occupational Summary

 

This position supports the Associate Vice President of Marketing, Communications and Stewardship and the Assistant Vice President of Marketing and Communications at the Alumni Engagement and Development office in all manner of miscellaneous office functions, with a particular emphasis on calendaring and administrative support for the Marketing, Communications and Stewardship team. This position is responsible for tracking the budget for the marketing and communications team, which includes processing invoices, creating purchase orders, and clearing corporate card charges and other expenses. This position requires the ability to apply knowledge and skills to resolve diverse and complex non-routine administrative problems independently and with others as required, while exercising discretion in handling confidential, sensitive and timely information. This position has no direct reports.

 

Work Performed

 

• Develop budget projections and recommendations by considering anticipated and past expenditures and advise the Associate Vice President on budgetary standing and issues. Reconcile budget and verify expenditures monthly with AVP and Directors. Develop and main budget tracker to monitor every expense at the project lever, updating quarterly.

 

• Serve as Transactional Initiator for department.  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 designated electronic folder location.
• 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.

• Prepare and manage vendor contracts in accordance with university procedures and in collaboration with project leads. Ensure timely processing and payment of vendors in compliance with university procedures. Collect, record, and prepare expense reports in Concur for the MCS team.

 

• Maintain and organize departmental files including publications inventory, electronic project files, print samples, vendor contracts and financial records.

 

• Oversee Alumni Engagement and Development collateral materials to identify and replace outdated content.

 

• Schedule and coordinate arrangements for supervisor’s very complex calendar, establishing appointments and meetings for supervisor; attend meetings to take minutes, provide information and serve as a resource person; interview callers; answer questions concerning departmental or divisional activities and transmit instructions and/or information to and from staff members.

 

• Provide administrative support to the Associate Vice President and Assistant Vice President. Help schedule and plan for staff meetings, retreats and other team activities. Duties include scheduling and coordinating the preparation of presentations and materials and providing back up support for project management tasks as needed.

 

• Lead other special projects on an ad hoc basis that will be of a complex and confidential nature.

 

Performs other related duties incidental to the work described herein.

 

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.

 

Behavioral Competencies:

 

• Attention to detail.
• Task Management.
• Curiosity and Information Seeking
• Creative Probl