Business Operations Assistant - Fuqua School of Business

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.

Occupational Summary

Perform administrative duties of a complex and confidential nature to assist Assistant Director for Business Operations and to enhance departmental office operations.

Duties Performed

Office Operations Support : (70%)

• Customer Service – receptionist responsibilities at Front Desk during peak hours and peak times of the year. 

• Answer, triage, and/or route all calls into Career Management Center in a professional manner: answer questions concerning departmental activities; transmit instructions and/or information to and from staff members; serve as a liaison with internal and external agencies; make proper referrals as necessary.

• Maintain required office supplies for CMC via Duke@Work ordering and budgeting.  Respond to CMC staff special office supply requests /orders in a timely manner.
• Create and distribute staff status update daily. 
• Organize and maintain departmental records, procedural manuals, reports, and correspondence required for reference and efficient operation.
• Compile and summarize data and assist in preparing reports as needed under the supervision of the Assistant Director for Operations  
• Understand and adhere to Duke -Fuqua’s current marketing communication guidelines as outlined in Fuqua World when developing and distributing CMC communications.
• Ability to process Accounting Reconciliation as a department delegate.

• Assist Assistant Director of Operations to facilitate scheduling of department recruiting including Coordinating Multiple calendars and logistics.
• Assist Assistant Director of Operations in on-boarding process of new staff members.
• Coordinate Front Desk Coverage for planned absences.

• Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities.
• Prepare letters and statements, a portion or all of which may be composed or compiled on basis of personal knowledge of subject matter; prepare inter-departmental memoranda explaining new or revised policies and procedures as necessary.

Program & Project Support : (30%)

• Interface with Universal Printing concerning ordering, billing and receiving of staff/student business cards and nametags.  Order and reconcile billing of all name tag/business card orders for CMC staff.
• Develop and generate weekly data reports from recruiting database and convert to Microsoft Excel for DAR concerning on campus employers.
• Update databases of employer information for staff and students in our on-line career platform.
• Provide administrative support as needed and availability allows to other teams in the Career Management Center.
• Provide project assistance for all programs as needed.

Qualifications: 

• Undergraduate degree strongly preferred.
• Work typically requires 3 years of related administrative experience.
• Comfort working in a highly computerized environment including proficiency with Microsoft Office suite, Adobe Acrobat, internet research and database management, virtual meeting technology (Zoom, WebEx, MS Teams, etc.).
• Working knowledge of SAP/Concur desired.
• Excellent interpersonal skills and proficiency in business communication, both written and oral to effectively represent the Career Management Center.
• Excellent organizational skills and impeccable attention to detail and follow-through.
• Ability to multi-task and prioritize activities according to importance and urgency, requiring flexibility to adapt to changes driven by staff or student needs.

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.