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.
I. Financial Responsibilities (50%)
A. Ensure that all transactions on Duke procurement cards are expensed in an accurate and timely timely manner. Includes reviewing weekly reports and sending reminders to faculty and staff with outstanding expenses; assisting cardholders with uploading receipts (or missing receipt forms) to Concur and submitting their reports; preparing expense reports for faculty; assisting staff with completing reports; handling procurement card applications; and assisting faculty with renewals and lost or suspended cards. Prepare departmental set up form as needed.
B. Accurately prepare and submit all miscellaneous and travel reimbursements for faculty and graduate students in a timely manner. Forms include reimbursements for placement expenses, MLA and other conference travel, recruitment and faculty search expenses. Prepare travel advance forms for students if needed. Assist students with uploading receipts and submitting their reports. Consult with the DGSA and other staff as needed about student reimbursements. Investigate any problems that arise and assist in resolving them satisfactorily.
C. Prepare forms (such as purchase requisitions) as needed for faculty, staff, and students (including requisitions for student contest award payments). Ensure that forms are completed accurately and in a timely manner.
D. Prepare check request forms for visiting speakers, prospective faculty, and other visitors who need honoraria or expenses reimbursed. This includes: setting up Duke Box folders for each guest; preparing and sending the necessary forms (W9, Independent Contractor Checklist, and any others required) to guests with instructions for how to upload their completed forms; collecting forms and other information necessary to process the payments; assisting foreign nationals with additional forms needed to process their check requests, and ensuring that the appropriate visa forms are completed and on file.
E. Assist faculty and/or graduate students in setting budgets for working groups, conferences, symposia, signature courses, centers, and guest lectures or readings. Ensure that budgets meet appropriate guidelines. Prepare spreadsheets to track spending and revenue for each event or group. Keep faculty advised about budget balances and adjustments. Maintain budgets for future planning.
F. Receive all checks and cash for payments and reimbursements to the
department. Prepare receipts as needed. Make copies of checks, prepare
deposit slips, and take funds to the University Cashier’s Office. File copies of
cashier’s receipts and deposit slips in the appropriate Box folders.
G. Run monthly financial statements for all English Department accounts, including one line summary report and line item statements. Reconcile accounts and submit statements to the Business Manager for approval. Monitor accounts for accuracy; investigate unexplained charges; notify Business Manager of any significant errors or undocumented charges. Process JVs and correction forms. Maintain account files. Inform faculty of their balances each month and provide documentation of their expenses.
H. Assist Business Manager in determining balances and making projections for annual departmental budget.
II. Payroll Responsibilities (25%)
A. Provide appropriate hiring forms to all new employees. Set up secure Box folders for new hires and provide them with instructions for submitting their documents. Assist faculty, staff, and students with completing their direct deposit and W4 forms as needed. Ensure that all documents, forms, and necessary information are collected.
B. Initiate all forms necessary for putting faculty, staff, and students on the payroll and making any changes needed. This includes hire forms, supplemental payment forms, secondary positions, noncomp forms, change forms, gross adjustments, and termination forms. Ensure that forms are 100% accurate and are completed by the deadlines set by A&S and the department. (Forms route to the Business Manager for approval.) Most forms are online (iForms), but a few paper forms are still required. Work with HR, Payroll, and Visa Services offices as needed to ensure that the appropriate forms are submitted. Specifics on individual payrolls include the following:
Staff and student Bi-Weekly Payroll – DDCJ
Assist new staff and students with completing online timecards. Monitor student
Monthly Payroll – DDIP (faculty and graduate student compensatory payrolls)
Work with the Business Manager and DGS Assistant to prepare spreadsheets
with all the necessary payroll information for each semester (fall, spring, and
Graduate Noncompensatory Payroll – DDHM
Set up new students in the system. Assist foreign students with visa and/or
social security issues.
C. Verify that paychecks are correct; distribute all checks, W2s, vouchers, and other payroll forms. Investigate any errors immediately, notify the Business Manager (and the DGS Assistant if error involves a graduate student), and begin the process for correcting the error.
D. Onboarding: Review appropriate documents for all new hires and complete onboarding process in [email protected] Schedule the appropriate Duke orientation session for new employees. Conduct departmental orientation, which includes assisting new hires and visiting scholars with obtaining an ID card, parking, Allen access, and library and copy privileges. Maintain updated orientation guides. Ensure that offices are prepared and ready for new faculty and staff (including working with Facilities to coordinate any repairs and scheduling moves).
III. Administrative Support (25%)
A. Represent the department well and professionally in all contacts. Ensure that daily operation of the main English office is efficient and that we are responsive and courteous in all matters. During regular business hours (9:00am – 5:00pm M-F), graciously provide reception service for all visitors, callers, and email communicators to the department, providing appropriate and timely responses to questions concerning departmental matters or personnel. Screen visitors for the Department Chair.
B. Assist the Department Chair and Business Manager with their administrative responsibilities. This includes, but is not limited to: preparing, distributing, collecting, and counting committee ballots; preparing and distributing emails or other communications; updating and posting departmental information; keeping departmental directories updated.
C. Sort and distribute incoming mail to appropriate recipients, including forwarding mail to emeriti. Distribute departmental mailings and incoming fax communications. Assign faculty and staff mailboxes as needed and keep assignments current.
D. Serve as facilities and equipment representative for the department. Assure the proper use, care, and maintenance of office equipment (network printers, copier, fax machine, and any other equipment). Assist faculty, staff, and students in operating equipment. Inventory, purchase, and maintain an adequate and organized collection of office supplies. (Requires use of [email protected]
) Oversee department bulletin boards, ensuring that notices and information is posted in a timely and attractive manner;remove out-dated and inappropriate materials.
E. Maintain vendor, service provider, and systems information for the department (including contact information, service notes and schedules, username and password credentials). Serve as liaison with vendors (coordinating deliveries, pickups, and scheduled maintenance).
F. Keep an up-to-date Policy and Procedure Manual for the department.
G. Serve as liaison with the Facilities Office and assist the Business Manager with office moves, furniture deliveries and other matters. Submit maintenance requests as needed and follow through to completion. Communicate any issues to the Business Manager. Serve as key manager. This includes assigning, collecting, and ordering keys as needed (orders require the approval of the Business Manager); maintaining accurate key inventory; and responsibility for key security.
H. Assist visiting scholars with visas, orientation, and other matters.
I. Provide additional assistance with special departmental projects as needed.
Excellent oral and written command of English language (including grammar, spelling, and sentence structure)
Experience with or demonstrated aptitude for working with forms, accounts, and payrolls
Excellent attention to detail
Ability to anticipate, diagnose, and resolve problems
Ability to work with a variety of people (including faculty, staff, students, administrators, vendors, representatives from other Duke offices)
Willingness to take direction
Ability to maintain confidentiality and healthy boundaries between personal and professional life; exhibit honesty, dependability, initiative, and mature judgement
Ability to work independently and as part of a team
Tactfulness, highly organized, stable under pressure, discerning, and possessing excellent interpersonal skills
Proficiency in Word, Excel, Outlook, and typical office equipment
Familiarity with [email protected], SAP, Concur, [email protected], Duke Box, online calendars, and Zoom is preferred, but not essential
Willingness to learn new computer programs/systems and methods of handling tasks that will improve efficiency and/or enhance the services of the department
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.
Workgenerally requires two years of related secretarial/clerical experience to acquire skills necessary to administer 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.