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 requirements for managerial information.
• Serves as the department’s primary liaison with Fuqua’s Accounting team and University personnel concerning Duke policies and procedures, assisting colleagues to track and monitor department expenditures relative to the annual operating budget and communicating around questions or errors in processing.
• Works closely with Fuqua’s Accounting team to support reporting requirements for Duke Kunshan University; responsible for pulling data and supporting documentation to prepare JulDec and JanJun reports for Fuqua marketing expenditure on MMS: Duke Kunshan University, creating the appropriate percentage breakdowns for different marketing tactics in concert with leadership and preparing and archiving all documentation.
  
  

Operational Staff Support

• Develops and maintains systems around IT vendor payments and digital account management. Manages renewal notices across systems including site domain registrations, marketing automation licenses, and media subscriptions, updating accounts with current data and managing coverage and/or chargebacks across other Fuqua units as needed.
• Serves as agency liaison managing logistics for vendor teams including travel arrangements and reimbursements, virtual and physical meeting space reservations, extensive scheduling coordination (including faculty and student focus groups), supporting audio visual needs, room set ups, SOW approval processes, and related budget expense preparation and monitoring.
• Maintains calendar and provides administrative support for the Associate Dean.
• Manages logistics for members of the Global Marketing Leadership Team, including meeting/call scheduling, Zoom coordination, space reservation, creation and distribution of agendas and dashboards, catering and other general support as needed.
• Develops and maintains the departmental calendar and socializes the time out of office policy.
• Coordinates domestic and international travel for the department, maintaining travel registry information with Duke University and ensuring all Fuqua and Global Marketing policies are followed.
  
  

Departmental Operations Management

• Identifies gaps in departmental policies and procedures and creates remedies, including documentation and training as needed. Manages annual review of key policies with the leadership team.
• Maintains detailed system for recruiting new staff to support leadership team: coordinates interview schedules and logistics with internal and external contacts; conducts candidate outreach and manages site visit logistics; prepares candidate materials and schedules for search committee members; organizes candidate debrief sessions for the hiring manager.
• Maintains detailed system for on-boarding new staff: manages requests to various Fuqua units to prep the office area, set up computer resources, add to relevant distribution lists, set up phones, and arrange for keys; manages the process for securing a procurement card, business cards, Brandwatch/TrendKite/Muckrack accounts, travel profile, supply procurement, mobile device as applicable, and calendar access; conducts department orientation to review process and protocols for the department within first two weeks of new hire arrival.
• Manages operational needs including equipment repair calls, securing new equipment when needed, supply ordering, and coordinating building management needs.
• Addresses service and facility needs of the department in partnership with Fuqua’s Building Management Office including housekeeping, general repairs, photocopying, space, telephones, and keys.
  
  

Skills And Qualifications

• Bachelor’s degree in related field
• Highly organized, interest and/or background in workflow efficiency and process improvement
• Demonstrated ability to efficiently manage multiple projects simultaneously and to work under firm deadlines
• Must be comfortable in a technology-enabled environment with advanced capabilities in Excel, Microsoft Outlook, and Word
• Strong professionalism and integrity
• Excellent judgement; ability to pick up nuances in communications and issues and involve others as needed
• Strong knowledge of Duke accounting system and procedures
• A team player with willingness and desire to help multiple constituents in a positive manner
• Demonstrated detail and process orientation with strong follow-through and ability to function with minimal supervision and training
• Able to work flexible hours depending on the needs of the office
• Highly organized, interest and/or background in workflow efficiency and process improvement
  
  

Experience

• 6-8 years in office management, executive administration, business administration, marketing operations or related roles
• Proven track record in managing complex, cross-functional projects
• Demonstrated experience in financial planning and budget management
• Background in non-profit management, marketing operations or higher education preferred
• Experience supervising, mentoring, or managing personnel
• Demonstrated attention to detail and decision-making skills to respond to high-pressure situations
  
  

Key Performance Indicators

• Successful implementation of operational improvements
• Accuracy and timeliness of financial reporting and budget management
• Improvement in departmental efficiency metrics
• Satisfaction level of internal stakeholders
  
  

Diversity And Inclusion:

Fuqua is committed to fostering a diverse and inclusive work environment. We encourage applications from individuals with diverse backgrounds and experiences who can contribute to our culture of innovation and excellence.

Location:

• This position is based at Duke University's Fuqua School of Business in Durham, NC. While this is an on-site role, we offer flexibility for occasional remote work, subject to departmental needs and approval.
  
  

Skills And Qualifications

• Bachelor’s degree in related field
• Highly organized, int erest and/or backgroundin workflow efficiency and process improvem ent
• Demonstrated ability to efficiently manage multiple projects simultaneously and to work under firm deadlines< /span>
• Must be comfortable in a technology-enabled en vironment with advanced capabilities in Excel, Microsoft Outlook, a nd Word
• Strong professionalism and integrity
• Excellent judgement; ability to pick up nuances in communications and issues and involve others as needed
• Strong knowledge of Duke accounting system and procedu res
• A team player with willingness and desire to help multiple constituents in a positive manner
• Demonstrated detail and process orientation with strong follow -through and ability to function with minimal supervision and train ing
• Able to work flexible hours depending on t he needs of the office
• Highly organized, inter est and/or background in workflow efficiency and process improvemen t
  
  

Experience

6-8 years in office management, executive administration, business administration, marketing operat ions or related roles

Proven track record in managing complex, cross-functi onal projects

Demonstrated experience in financial planning and budget management

Background in non-profit management, marketing operations or higher education preferred

Experience supervising, mentoring, or managing personne l

Demonstrated attention to detail and de cision-making skills to respond to high-pressure situations

Key Performance Indicators

• Successful implementation of operational improvements
• Accuracy and timeliness of financial reporting and budget management
• Improvement in departmental efficiency metrics
• Satisfaction level of internal stakeholders
  
  

Diversity And Inclusion:

Fuqua is committed to foster ing a diverse and inclusive work environment. We encourage applications from individuals with diverse backgrounds and experiences who can contri bute to our culture of innovation and excellence.

Location:

This position is based at Duke University's Fuqua School of Business in Durham, NC. While this is an on-site role, we offer flexibility for occasional remote work, subject to departmental needs and approval.

Minimum Qualifications

Education

Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.

Experience

Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

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.