Staff Specialist, Finance, Duke Alumni Engagement and Development (AED)

OCCUPATIONAL SUMMARY

 

Reporting to the Process Improvement Data Manger within Alumni Engagement and Development (AED), the Contract Specialist will conduct initial vendor contract review, make documentation recommendations, as well as provide guidance related to Duke University General Accounting Procedures (GAP) and submit contracts for final approval to Authorized Signee.  Provides administrative support for the AED Corporate Card application process and serves as an initial point-of-contact for departmental card inquiries and troubleshooting.

CONTRACT REVIEW

Review vendor contracts for compliance with essential Duke University General Accounting Procedures (GAP) and determine necessary documents for successful approval and payment submission of associated invoices.  Be able to identify the correct forms and documents depending on various vendor types and contract values and advise internal stakeholders accordingly. 

Specific duties include:

• Determine if the value of contract will require additional budgetary approval.
• Investigate the status of the vendor relationship, new vendor versus existing vendor, and provide New Vendor Packet guidance.
• Confirm the business structure of vendors (e.g., LLC, INC, LLP) and appropriate Independent Contractor designations.
• Validate Master Agreement or Outside Services Agreement is in place for vendor.

• Provide contracts and documents to Duke University Authorized Signees for final review/execution, including summary of relevant content.
• Recommend contract “best practices” to assigned departments.
• Communicate the status of contracts in review at regularly established intervals throughout the workflow.
• Develop and maintain relationships with key Procurement and Sourcing & Supply Chain Management resources.

CORPORATE CARD ADMINISTRATION

Specific duties include:

• Scheduling of AED Corporate Card Overview Sessions and instructing Cardholders on usage policies and recommended best practices.
• Assist with completion and electronic submission of Corporate Card Applications
• Communicate Fraud Alerts and Requests for Purchase Validations to Cardholders
• Provide Duke Corporate Card Services with Cancellation and Lost-Card notifications.

 

Preferred Qualifications:

• A high level of professionalism and accuracy is a must, as well as the ability to prioritize tasks.
• Candidate must have a keen attention to detail.
• Candidate must be able to express ideas and concepts to others clearly, concisely, and logically.
• Candidate must be able to work with minimal supervision, completing work in a timely fashion and demonstrating a sense of personal responsibility. 
• Candidate must be able to work collaboratively with others.
• Candidate will exhibit friendliness, courtesy, and respect for others always.

 

Additional Skills/Qualifications

• Previous Duke Procurement experience preferred.
• Excel and PowerPoint
• Experience in multi-tasking, organizing work and office record keeping.
• Demonstrates attention to detail and follow through.
• Must possess a strong work ethic and excellent interpersonal skills.
• Strong ability to meet concrete deadlines.
• Demonstrated ability to work collaboratively and strategically with diverse c