STAFF 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.

Duke Corporate Card reconciliation

• Manage corporate card charges from approximately 55 faculty and staff members
• Run weekly reports in Concur to monitor cardholder expenses
• Work with faculty and staff to obtain receipts in a timely manner to avoid monthly corporate card expense write-offs
• Reconcile transactions in Concur, adhering to the appropriate GAP policy and procedures
• Troubleshoot flagged transactions and assist with the correction of erroneously charged expenses; monitor reports for fraudulent charges
• Scan documentation and file appropriately

Travel and miscellaneous reimbursements

• Prepare travel and miscellaneous reimbursements for faculty, students, and staff; this includes submitted travel expense reports for current graduate and undergraduate students who have received Lafitte travel or research awards
• Gather appropriate documentation, submit electronic expense reports through Duke@Work or paper forms, obtaining appropriate signatures and sending them to Employee Travel & Reimbursement office
• Follow up on electronic and paper forms to ensure payments have been made in a timely manner
• Keep copies of all expense reports and file appropriately
• Monitor and track spending for undergraduate students who have received URS awards
• Monitor and track spending on Lafitte Graduate Student Awards

Purchase Orders and Accounts Payable Check Requests

• Prepare and submit purchase orders and accounts payable checks request through Duke@Work for faculty and department
• Confirm appropriate fund code(s) with faculty and the grants team
• Work with lab personnel to ensure items are purchased using the appropriate procurement method and follow-up with them to confirm if items are received and in good condition

Miscellaneous

• Deposit checks and/or cash via the Cashier’s office when needed
• Serve as the point of contact for vendors of departmental services such as Shred It, Staples, etc.
• Order office supplies for the department
• Assist, along with other staff, as needed with departmental events; activities may include the order and pick up of food/refreshments, set up and clearing of the event site, and other event related responsibilities
• Perform other related duties incidental to work described herein

Work Arrangement:

A hybrid schedule is possible (3 days onsite, 2 days remote) after successful completion of the 90 day probationary period.

Minimum Qualifications

Education

Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education.

Experience

Work generally requires four years of clerical or research experience OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.

Job Code: 00000083 STAFF SPECIALIST
Job Level: 09

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, genderexpression, 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 essential job 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.