The Organization
This position supports the Associate Vice President of Marketing, Communications and Stewardship 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.
Position Overview
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. (20%)
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. (15%)
Maintain and organize departmental files including publications inventory, electronic project files, print samples, vendor contracts and financial records. (10%)
Oversee Alumni Engagement and Development collateral materials to identify and replace outdated content. (10%)
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. (20%)
Provide administrative support to the Associate 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, taking and posting minutes and meeting follow-up. (20%)
Lead other special projects on an ad hoc basis that will be of a complex and confidential nature. (5%)
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 Problem Solving.
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 four years of related secretarial/clerical experience to acquire skills necessaryto administer complex office functions related to office management, communications, and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
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 collective success 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 University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
How To Apply
Interested applicants can send their cover letter and resumes to DAED-jobs@duke.edu