Staff Assistant to AVP Business Intelligence, AED

Occupational Summary

Perform organizational and administrative duties of a complex and confidential nature in support of departmental or divisional activities. Position provides support to the Assistant Vice President, Business Intelligence & Decision Support.

Essential Job Functions

Managing AVP’s Complex Calendar

• Maintain complex calendar, working with colleagues across the division and university to schedule meetings.
• Proactively initiate regular meeting schedules with division and university leadership, internal staff members, direct reports and external groups or individuals.
• Manage and protect AVP’s time, ensuring sufficient time for meeting and speaking preparation, project development, travel, and other duties.
• Transmit instructions and/or information to and from staff members.
• Serve as liaison with internal and external agencies; make proper referrals as necessary.

SPECIAL PROJECTS ASSISTANCE

• Prepare and edit reports, meeting minutes, and other documents related to specific programs that fall within the AVP’s oversight.
• Compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data.
• Update lists and documents contained in Duke Box and related tools to store and share materials.
• Answer questions from colleagues’ university- wide regarding documents, upcoming meetings, agenda items on behalf of the AVP and/or in the AVP’s absence.
• Draft confidential email, correspondence, reports and memos for the AVP as needed.
• Attend and take notes at meetings as necessary, including those with university leadership.

DEPARTMENT BUDGET ADMINISTRATION

• Coordinate Business Intelligence team budget, including updating and maintaining department budget spreadsheets and other documents.
• Coordinate expense tracking and provide updates to AVP, finance/budget teams as needed.
• Reconcile receipts to staff spending statements and process vendor invoices/reimbursements.
• Make recommendations for efficient departmental operation and train/update staff on their responsibilities with procurement card and budget procedures
• Serve as Transactional Initiator for Business Intelligence
  • Participate in required trainings and become proficient in SAP, Duke G/L accounts, SAP journal entries, online check requests, Buy@ Duke, AP check requests, Purchase Orders, SAP account reconciliation, Concur. Repeat classes as necessary.
  • Process invoices / expenses on behalf of department for budgeted projects, programs, events and activities. Utilize the following to process these transactions:
    • Buy@Duke – Create shopping carts to set up purchase orders
    • Online Check requests – Pay invoices with online check request
    • Concur – Corporate Card Charges – Submit all concur expense reports through the workflow by required deadline (10 days prior to the 15th duke date of each month)
  • Perform account reconciliation activities
    • Confirm that all expenses charged to departmental cost center belong to your department and are charged to the correct general ledger This is done by: reviewing expenses on SAP R/3, creating and processing journal vouchers if expenses need to be corrected, and uploading your fiscal year reconciliation packets to Box AED folder
  • Perform all these duties for your designated cost center, and cross cover for other cost centers as requested.
  • Serve as a mentor to other DAED Transactional Initiators
  • Participate in educational retreats and meetings as requested by DAED Finance.

MEETING PLANNING AND PREPARATION

• Schedule, plan and coordinate meetings, proactively and independently anticipate the AVP ‘s needs
• Compile emails, documents and other information to prepare agendas, prepare materials, power point presentations, and other documents for meetings and proactively distribute such materials prior to meetings if necessary.
• Secure meeting locations and ensure technical needs are met for meetings. Prepare necessary documents for use in meetings; may attend meetings to take minutes or provide information as requested.
• Advise or direct clerical personnel in the department; make work assignments and review work for accuracy and completeness.

General Administrative Duties

• Provide answers to questions concerning departmental or divisional activities.
• Serve as a key member of the Business Intelligence team and take on additional assignments as needed in support of the rest of the Business Intelligence team.
• Order and maintain supplies for Business Intelligence team.
• Arrange all travel preparations, researching best fares and rates, keeping in line with budget guidelines as well as processing receipts after trips are complete.
• Screen and route mail and documents; respond or bring them to the AVP’s attention, based on content of communication and knowledge of departmental programs and activities.
• Review reports received for the AVP check and compare with source documents and bring significant items, changes, errors or omissions to the AVP’s attention.
• Produce letters, reports and records that are grammatically accurate and conform to established procedures and factual correctness.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Required Behavioral Competencies

• Attention to Detail
• Planning, Prioritizing and Multitasking
• Initiative
• Listening
• Organizational Awareness
• Provides Excellent Customer Service
• Expresses Ideals Orally and in Writing

Skills

• Proficiency in Microsoft Office Programs: Calendar, Excel, Word, PowerPoint
• Superb attention to detail.
• Demonstrated ability to handle multiple tasks simultaneously and deadlines.
• Demonstrated ability to work autonomously and as a member of a team.
• Demonstrated high level of initiative and motivation.
• Outstanding communication skills, tact, and diplomacy.
• Demonstrated ability to handle sensitive and confidential information and issues on a daily basis.
• Must be able to communicate professionally and confidently with a wide variety of constituents, Duke University administrators, university donors, fundraising leadership, and university colleagues.

Preferred Experience

• Additional preferred experience to include business writing skills, tact and professionalism in written and verbal communications at all times, ability to shift priorities and meet deadlines independently.

• Minimum Qualifications

  Education

  Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in administrative support or a related business field.

  Experience

  Work generally requires four 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 an equivalent combination of education and relevant 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.