Faculty Support and Accounting Administrative Specialist

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.

This position is Onsite at this time, but has an option to be hybrid in the future.

The DeWitt Wallace Center for Media & Democracy is Duke University’s hub for journalism and media studies. We study the interaction between media and policy; we support watchdog and accountability reporting in the U.S. and around the world; and we teach and conduct research about the media’s role in democracy. The Center is part of the Sanford School of Public Policy, and we share the school's mission to improve lives through research, leadership, civic engagement and public service. Our academic program offers over 20 undergraduate and graduate courses designed to give students a thorough understanding of the practice of journalism and media studies, through an applied, interdisciplinary approach that focuses on topics relevant to the challenges of our time. With support from Duke’s Trinity College of Arts & Sciences, the Center hosts an undergraduate minor (JAM) and a certificate program (PJMS) for students who want to deepen their understanding of media policy and practice, and those aspiring to become future journalists or private and public sector leaders who will interact with and create the media.

OCCUPATIONAL SUMMARY

This position will provide teaching, research, and accounting support for the faculty and staff of the DeWitt Wallace Center for Media & Democracy, in the Sanford School of Public Policy (SSPP).  This position will work as a team member with the DWC staff and faculty and will liaise with the Sanford School Central Administration Office. The position will be supervised by the Associate Director of the DeWitt Wallace Center for Media & Democracy.

WORK PERFORMED

A detailed description of functional areas and tasks follows:

Academic Support

• Provide general support for faculty members, including ordering books and supplies, printing classroom resources, providing back-up support for faculty on Sakai/Canvas, assisting with classroom set-up and management as needed. Assist faculty in class preparation as needed.
• Assist adjunct and visiting faculty with travel and parking needs.

• Provide ad hoc committee and collaborative work support.
• Perform special projects and work as needed.

Financial Support

• Initiate and coordinate corporate card receipt processing and monitor expenditures of assigned faculty and staff.
• Process faculty travel reimbursements, accounts payable check requests, honorariums and supplemental payments.
• Track and report faculty research account activities.
• Manage vendor relations, purchasing and contracts for Center-wide and research activities.
• Investigate financial errors and discrepancies.
• Assist with the development of the annual budget.
• Educate and update staff and faculty about financial procedures.

Events Coordination

• Provide support for course-related event logistics, including guest travel and itineraries, catering, room reservations and other support as needed.

Administrative Office Services

• Order office supplies for supply cabinet along with copier paper for office use and printing labs in Sanford Building per request.
• Collect and distribute the mail in the Sanford Building in the appropriate mailboxes as needed.
• Manage FedEx account.

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.

DEPARTMENTAL PREFERENCES

In addition, the successful candidate will possess the following qualities/attributes:

• Familiarity with Duke’s SAP R/3 accounting system and CONCUR is strongly preferred
• Financial Specialist Certification is a plus
• Knowledge in Sakai/Canvas
• Excellent interpersonal skills
• Strong organizational skills and attention to detail
• Ability to work independently and accurately in a fast–paced environment
• Microsoft Office suite
• Internet browsers: Internet Explorer, Firefox Mozilla
• Adobe Acrobat

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 three years of related secretarial/clerical experience to acquire skills necessary to administer complex office functions related to office management, communications, and budgetary/accounting activities.

OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCTION 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.