ADMINISTRATIVE ASSISTANT

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.

 

Overview

 

Duke’s Fuqua School of Business seeks an Operations Manager (level 10, Administrative Asstant) to lead business administration within the Global Marketing group. This position is responsible for maintaining excellence in business operations across the department, providing overall coordination of a variety of functions including finance, budget, personnel and policy development and maintenance.

 

Global Marketing is a centralized strategic marketing function for Duke’s Fuqua School of Business, responsible for understanding the school’s customers and markets, generating program revenue through campaigns, stewarding the brand, promoting thought leadership, and leading strategic school initiatives. The group is known for agility, innovation, and data-driven decision-making in its approach to marketing in higher education.

 

This role supervises staff inputs to finance and accounting activities, ensuring compliance with University and Fuqua policies and procedures in multiple domains. The Operations Manager identifies gaps in policies and procedures within the team’s activities and creates remedies, establishing protocols in concert with leadership and developing and maintaining SOP documentation for the department. This position performs tasks that are diverse, advanced and which require latitude for exercising discretion and judgement.

 

 

Position Summary

 

Reporting to the Associate Dean of Global Marketing, this role works closely with the Directors of Brand Marketing, Digital Strategy, Market Intelligence, and Strategic Communication. The position manages all departmental operations including finance, budgeting, team process, policy development and compliance. As a member of the Global Marketing Leadership Team, this position focuses on realizing departmental goals through financial management, operational excellence, and strategic support.

 

 

Key Responsibilities

 

Financial Management and Budgeting

 

• Manages the department’s budget and financial management processes. Builds and maintains the group’s budget management model; coordinates annual budget development including inputs to zero-based reporting; reconciles monthly transactions; monitors charges to fund codes; works with staff within the department, within Fuqua and across the University on status of pending charges and needs for documentation; leads monthly budget meetings with departmental leadership and production staff to review progress and processes; establishes frameworks across the staff to ensure integrity of financial information and processes.
• Coordinates and assigns the setup and administration of SAP workflows and other administrative systems including Accounting, Procurement, ETR and Buy@Duke for the department, resolving issues as identified.
• Manages chargebacks and transactions with various Fuqua and Duke organizations including those located globally.
• Manages process for procurement card and cash transactions through ETR for clearance and approval. Stays current with all Duke and Fuqua policies and processes by attending all accounting and expense-related training sessions and modules, providing communication and training as needed to Global Marketing staff.
• Trains and mentors the Production Coordinator and other relevant staff on protocols for financial activities including processing of expenses and invoices, to ensure adherence with the departmental budget model and